Front Desk Coordinator

Job Description Job Description Summary The Medical Front Desk Coordinator and Records Specialist is responsible for providing exceptional customer service at the front desk, managing patient check-in/check-out processes, scheduling appointments, and maintaining accurate medical records. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced medical environment. Essential Duties 1. Performs essential office duties such as word processing, filing, faxing, data entry, phones, greeting and assisting visitors and patients. 2. Greets patients, clients and visitors and determines the purpose of visit and directs them to the appropriate person or department. 3. Facilitates patient flow and communicates delays with patients and clinical staff. 4. Processes and tracks medical records releases and requests and relies on knowledge to decipher when a patient signature is needed or not needed Key Responsibilities: Front Desk Coordination – · Greet patients and visitors in a courteous and professional manner. · Manage patient check-in and check-out processes, ensuring accuracy and efficiency. · Schedule and confirm patient appointments, both in-person and over the phone. · Handle patient inquiries and provide information about office policies, procedures, and services. · Verify patient insurance information and ensure all necessary forms are completed and signed. · Collect co-pays and payments, and provide receipts to patients. · Maintain a clean and organized front desk area. · Coordinate communication between patients, medical staff, and other departments. Medical Records – · Maintain accurate and up-to-date patient medical records, both electronic and paper-based. · Ensure proper documentation and filing of medical records in compliance with privacy and security regulations (e.g., HIPAA). · Retrieve and prepare medical records for patient appointments and medical staff requests. · Scan and upload medical documents into the electronic medical records (EMR) system. · Monitor and respond to requests for medical records from patients, healthcare providers, and authorized third parties. · Conduct regular audits of medical records to ensure completeness and accuracy. · Assist with the transition to electronic medical records (EMR) if necessary. Administrative Support– · Answer and direct phone calls, taking messages as needed. · Assist with administrative tasks such as faxing, scanning, and copying documents. · Maintain office supplies and inventory for the front desk area. · Support other administrative and clinical staff as needed. · Follows all clinic policies on safety and security, maintains restricted areas and computer system passwords in strict confidentiality. · Creates, updates, organizes, and maintains all chart based medical records as needed. · Maintains punctual, regular and predictable attendance. · Covers and fills in for staff members as needed for efficient functioning during regular office days · Works collaboratively in a team environment with a spirit of cooperation. · Respectfully takes direction from leadership. · Performs other duties as assigned. On Call Responsibilities This position does not have any on call responsibilities. Supervisory Responsibilities This position does not have any supervisory responsibilities. Qualifications Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. All health care providers who are HIPAA covered entities, whether individuals or organizations, must get an NPI. Under HIPAA, you’re a covered health care provider if you electronically transmit health information in connection with a HIPAA standard transaction, even if you use a business associate to do so. APEX Heath & Wellness employs staff that are defined under OHA or CMS as health care providers. Positions that are defined as providers include, but are not limited to, Doctors, Nurse Practitioners, Physical Therapists, Traditional Health Workers, and Certified or Qualified Healthcare Interpreters. Education & Experience · High School diploma or GED equivalent with a minimum of 1 year in customer service or reception, preferably in a medical office setting. · Strong knowledge of medical office procedures and terminology. · Excellent communication and interpersonal skills. · Ability to handle confidential information with discretion. · Strong organizational and multitasking abilities. · Attention to detail and accuracy. · Ability to type 45 WPM and operate a 10-key calculator by touch. Certificates, Licenses, and/or Registrations · Current BLS Certification Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Selects and uses appropriate communication methods. Writes clearly and informatively. Varies communication style to meet needs. Speaks clearly and persuasively in positive or negative situations. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to balance cash drawer. Computer Skills Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, and preserve/backup important data. Must be adept at using various applications including electronic health records software, database spreadsheet and word processing. Reasoning Ability Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Interpersonal Skills Establishes and maintains effective relations. Exhibits tact and consideration. Helps and supports co-workers. Works cooperatively in group situations. Works actively to resolve conflicts. Balances team and individual responsibilities. Exhibits objectivity and openness to others' views. Contributes to building a positive team spirit. Supports others efforts to succeed. Builds morale and group commitments to goals and objectives. Communicates changes effectively. Prepares and supports those affected by change. Builds commitment and overcomes resistance. Exhibits confidence in self and others. Inspires and motivates others to perform well. Displays passion and optimism. Inspires respect and trust. Provides vision and inspiration to peers and subordinates. Confronts difficult situations. Uses negotiation skills to resolve conflicts. Adapts to changes in the work environment. Able to deal with frequent change, delays, or unexpected events. Maintains objectivity. Changes approach or method to best fit the situation. Displays willingness to make decisions. Exhibits sound and accurate judgment. Includes appropriate people in decision-making process. Makes timely decisions. Physical Demands & Work Environment The Patient Services Coordinator is expected to spend the majority of time in a sitting position, with occasional walking and standing. Use of hands and arms will be required. Because of exposure to patient records of all types, the highest standard of patient confidentiality and privacy as established by business policy and HIPAA requirements must be maintained. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.