Front Desk Office Coordinator

Overview:

The Receptionist manages our front desk and performs a variety of administrative and clerical tasks. As the first point of contact for our company, the Receptionist plays a key role in making a positive impression on our visitors and providing essential support across the organization. We are looking for someone who takes pride in their work and brings a positive attitude to the workplace. Experience working independently and collaboratively, especially with a variety of patients, is ideal. A self-directed individual with the ability to stay on task is an ideal candidate for this position.

Key Responsibilities:

• Greeting and Welcoming Patients: Provide a friendly and professional introduction to the organization as the first point of contact.
• Managing Phone Calls and Correspondence: Handle incoming calls, emails, and office mail, ensuring timely and courteous responses.
• Scheduling and Calendar Management: Set patient appointments, recognize different types of appointments and when to schedule them. Receive, screen, route, and respond to incoming telephone calls. Take accurate messages and ensure timely delivery.
• Chart Preparation: Prepare patient charts in advance, verify insurance eligibility, and notify patients as needed. Check the patient schedule throughout the day for any additions or cancellations; update daily charts as necessary. Monitor the online scheduler (4PatientCare) – check for double bookings, cancellations, rescheduling and appointment confirmation.
• Knowledge of the difference in medical insurance vs vision insurance plans
• Administrative Support: Perform data entry, filing, copying, and maintain organized records for patients and office operations.
• Customer Service and Problem Resolution: Address patient inquiries, resolve concerns, questions, and provide information about services or procedures accurately.
• Office and Front Desk Maintenance: Ensure the reception area is tidy, presentable, and stocked with necessary materials such as pens, ink and paper for the reception station.
• Specialized Duties: Handle filing of patient paperwork, cashier duties, and notify patients of completed eyewear or contact lens orders that are ready for pick-up.

Qualifications:

• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Background of insurance information and insurance verification websites, such as eyefinity, eyemed, champs, availity, etc.
• Hands-on experience with office equipment (e.g., fax machines and printers).
• Professional attitude and appearance.
• Excellent written and verbal communication skills.
• Ability to be resourceful and proactive in addressing issues.
• Strong organizational and multitasking skills with the ability to prioritize tasks.
• Positive customer service attitude.
• Dependability: Punctuality is essential for scheduled shifts.
• Team Player: Flexibility to assist in other positions as needed.
• Strong problem-solving skills; capable of identifying issues and executing solutions.
• Attention to detail: Ability to proofread and recognize errors in patient data, such as discrepancies with insurance or chart preparation.
• Strong computer knowledge; ability to learn new programs.
• Basic math skills for calculating insurance out-of-pocket costs.
• High school diploma or equivalent; further training in office management is beneficial.

Previous experience in a front office or receptionist role is preferred but not required.

Job responsibilities are not an exhaustive list and are subject to management decisions.

Please provide two references.