Front Desk / Back Office Assistant

ADP, Inc.; Lakeland (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

Ethos Health Group is seeking a Front Desk / Back Office Assistant to deliver a welcoming, professional patient experience and support daily front and back office operations. You will be the first and last contact for patients, ensuring smooth scheduling, accurate intake, and clear communication.

You will handle check-ins/outs, answer questions, maintain privacy, and coordinate with providers and staff to keep the office organized and efficient.

Responsibilities

• Welcome patients with a professional, friendly, and positive attitude
• Check patients in and out efficiently and accurately
• Assist patients with questions, concerns, and general office needs
• Maintain a professional and welcoming reception area
• Communicate appointment information clearly
• Provide patients with appropriate forms, instructions, and paperwork
• Help ensure patients understand the next steps in their care
• Maintain patient privacy and confidentiality
• Manage daily patient check-in and check-out processes
• Monitor the appointment schedule throughout the day
• Communicate with providers and back-office staff regarding patient flow
• Identify scheduling conflicts or delays and help resolve them
• Maintain an organized and efficient reception area
• Assist with opening and closing front-office responsibilities
• Ensure daily administrative tasks are completed accurately
• Help keep the office prepared for the next business day
• Schedule and confirm patient appointments
• Reschedule appointments as needed
• Coordinate follow-up appointments according to provider recommendations
• Communicate appointment reminders and changes to patients
• Monitor cancellations and no-shows
• Communicate scheduling concerns to the appropriate team member
• Coordinate with other office departments when necessary
• Help ensure patients understand their upcoming appointments
• Enter and update patient demographics accurately in the EHR
• Verify patient information, insurance, and contact information as required
• Maintain accurate electronic and physical documentation
• Scan, upload, and organize documents appropriately
• Assist with obtaining required patient paperwork
• Ensure forms are completed and processed correctly
• Protect confidential patient information at all times
• Answer incoming calls professionally and courteously
• Direct calls and messages to the appropriate team member
• Respond to patient questions within the scope of your role
• Communicate professionally with patients, providers, attorneys, and referral partners
• Handle patient concerns calmly and escal- This text appears incomplete in original.

Job description

Be the First Impression Who Makes the Difference - and the Patient Experience Exceptional

At Ethos Health Group, our Front Desk / Back Office Assistant play's a vital role in creating a welcoming, professional, and positive experience for every patient. As the first and last point of contact for many patients, you set the tone for their entire visit.

This is a hands‑on position for someone who enjoys helping people, communicating with others, staying organized, and creating an exceptional patient experience. You will work closely with the front and back office teams, providers, attorneys, and patients to ensure the office operates smoothly and efficiently.

The Front Desk / Back Office Assistant helps create an environment where patients feel welcomed, informed, respected, and confident in the care they receive.

Purpose of the Role

The Front Desk / Back Office Assistant is responsible for supporting the daily front and back office operations of an Ethos medical office while providing exceptional customer service to every patient.

Your mission is to create an environment where:

• Patients feel welcomed, valued, and cared for
• Patients receive clear and professional communication
• Appointments and patient flow are managed efficiently
• Patient information is accurate and up to date
• Providers and clinical staff are supported
• The front office remains organized and professional
• Administrative responsibilities are completed accurately and timely
• Every patient interaction reflects the standards and hospitality of Ethos

This role combines patient care, clinical support , communication, scheduling, administrative support, organization, and teamwork.

What You’ll Lead

Create an Exceptional Patient Experience

You will help ensure every patient feels welcomed and cared for from the moment they enter the office.

Responsibilities include:

• Welcome patients with a professional, friendly, and positive attitude
• Check patients in and out efficiently and accurately
• Assist patients with questions, concerns, and general office needs
• Maintain a professional and welcoming reception area
• Communicate appointment information clearly
• Provide patients with appropriate forms, instructions, and paperwork
• Help ensure patients understand the next steps in their care
• Maintain patient privacy and confidentiality

Own the Rhythm of the Front and Back Office

Great offices don’t happen accidentally. You will help create the organization and accountability that keeps the front and back office running successfully.

You will:

• Manage daily patient check-in and check-out processes
• Monitor the appointment schedule throughout the day
• Communicate with providers and back-office staff regarding patient flow
• Identify scheduling conflicts or delays and help resolve them
• Maintain an organized and efficient reception area
• Assist with opening and closing front-office responsibilities
• Ensure daily administrative tasks are completed accurately
• Help keep the office prepared for the next business day

The Front Desk / Back Office Assistant helps patients continue progressing through their recommended care.

Responsibilities include:

• Schedule and confirm patient appointments
• Reschedule appointments as needed
• Coordinate follow-up appointments according to provider recommendations
• Communicate appointment reminders and changes to patients
• Monitor cancellations and no-shows
• Communicate scheduling concerns to the appropriate team member
• Coordinate with other office departments when necessary
• Help ensure patients understand their upcoming appointments

Accuracy matters. You will help ensure patient and office information is complete, timely, and reliable.

You will:

• Enter and update patient demographics accurately in the EHR
• Verify patient information, insurance, and contact information as required
• Maintain accurate electronic and physical documentation
• Scan, upload, and organize documents appropriately
• Assist with obtaining required patient paperwork
• Ensure forms are completed and processed correctly
• Protect confidential patient information at all times

Every interaction is an opportunity to demonstrate the Ethos standard.

You will:

• Answer incoming calls professionally and courteously
• Direct calls and messages to the appropriate team member
• Respond to patient questions within the scope of your role
• Communicate professionally with patients, providers, attorneys, and referral partners
• Handle patient concerns calmly and escal - This text appears incomplete in original.