Front Office Assistant

Job Summary

Dermatology Associates of West Michigan is seeking a friendly, organized, and dependable Front Office Assistant / Medical Receptionist to join our team. This position plays an important role in creating a positive first impression for patients and visitors while supporting daily front desk operations.

The Front Office Assistant is responsible for providing excellent customer service through patient scheduling, check-in and check-out, answering questions, collecting payments, verifying demographic and insurance information, and helping maintain smooth patient flow throughout the office. The ideal candidate is professional, detail-oriented, comfortable working in a busy medical office, and able to communicate with patients and staff in a calm and helpful manner.

Primary Job Responsibilities

• Greet patients, visitors, and guests in a warm and professional manner upon arrival.
• Assist patients with check-in and check-out processes.
• Schedule patient appointments according to established office policies and provider availability.
• Use the scheduling system to match patient preferences with available appointment times.
• Maintain accurate and up-to-date patient demographic, insurance, and appointment information.
• Communicate schedule changes, cancellations, additions, and delays with patients, providers, and clinical staff.
• Help facilitate patient flow and keep patients informed of any delays.
• Answer patient questions regarding appointments, office information, provider information, and general front office processes.
• Provide excellent customer service while communicating with patients calmly, respectfully, and professionally.
• Explain financial responsibilities to patients or responsible parties.
• Collect copays, balances, and other patient payments according to office collection protocols.
• Accurately handle cash, balance the till, process financial transactions, and print batch reports as needed.
• Maintain a clean, organized, and welcoming reception area and patient waiting area.
• Communicate patient concerns, scheduling issues, or difficult situations to the appropriate manager or team member.
• Follow all office policies and procedures related to safety, security, HIPAA, OSHA, OIG compliance, and confidentiality.
• Safeguard patient information and computer system passwords at all times.
• Perform other duties as assigned.

Education

High school diploma or equivalent required.

Experience

Two years of experience in customer service, reception, front desk, or administrative support preferred.

Previous experience in a medical office, healthcare setting, dermatology office, or patient-facing role is preferred but not required.

Skills and Qualifications

• Strong customer service and communication skills.
• Professional, friendly, and patient-focused attitude.
• Ability to work in a fast-paced medical office environment.
• Strong attention to detail and accuracy.
• Comfortable using computers, phones, scheduling systems, and standard office equipment.
• Ability to multitask and stay organized.
• Reliable, dependable, and able to work well as part of a team.
• Ability to maintain confidentiality and follow HIPAA guidelines.

Equipment Used

Standard office equipment including computers, telephones, printers, copiers, scanners, and scheduling software.

Work Environment

This position is performed in a busy clinical office setting. The role may involve periods of high patient volume and frequent interaction with patients, visitors, providers, and staff.

Physical Requirements

This position requires the physical and mental ability to perform tasks normally associated with a medical receptionist/front office role. This includes sitting for extended periods of time, frequent computer and phone use, occasional standing, walking, reaching, and lifting.

Other Duties

This job description is not intended to be a complete listing of all duties, responsibilities, or activities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.