Front Desk Coordinator

NOVA Plastic Surgery, LLC; Ashburn, Northern (VA, KY); Hybrid; USD 51,577,000 - 68,770,000; Full time

Job summary

NOVA Plastic Surgery and Dermatology in Ashburn, VA is seeking a dependable Front Desk Coordinator to be the first contact for patients and callers, delivering a seamless experience from arrival through checkout. The full-time role requires weekend and evening availability, handling multi-line calls, scheduling across locations, processing payments, and maintaining HIPAA compliance.

Join a fast-paced, patient-focused team at SkinLab and other sites, contributing to a welcoming, organized

Qualifications

• Associate’s degree or 3+ years of front office experience.
• Experience in a medical front desk, receptionist, or customer service role.
• Strong communication and multitasking skills.
• Detail-oriented with a patient-service mindset.
• Familiarity with scheduling software or EMR systems preferred.

Responsibilities

• Greet patients and visitors with professionalism and warmth.
• Answer and manage a multi-line phone system; direct calls and provide service.
• Schedule appointments for all providers across locations.
• Convert new leads into appointments and follow up with prospective patients.
• Manage front desk and lobby, including payment collection and documentation.
• Maintain HIPAA compliance and confidentiality.
• Collaborate with team to support day-to-day operations.

Skills

Front desk coordination

Customer service

Multitasking

Verbal and written communication

HIPAA compliance

Education

Associate’s degree

Tools

Scheduling software / EMR

Job description

Overview
Nova Plastic Surgery and Dermatology, is seeking a professional, friendly, and highly organized Front Desk Coordinator to join our team. In this full-time role, you will be the first point of contact for our patients and play a key part in creating a seamless and exceptional experience from the moment they arrive or call. This position is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and takes pride in delivering outstanding customer service. Weekend and evening availability is required.

Key Responsibilities

• Greet patients and visitors with professionalism, warmth, and efficiency.
• Answer and manage a multi-line phone system; direct calls and provide exceptional customer service.
• Schedule appointments for all providers across all locations.
• Convert new leads into appointments and complete thorough follow-up with prospective patients.
• Maintain a clean, organized, and efficient front desk and lobby environment.
• Manage check-in/check-out processes, including collecting payments and ensuring accurate documentation.
• Assist with administrative and office tasks that support smooth day-to-day operations.
• Collaborate closely with fellow team members to ensure a cohesive, supportive work environment.
• Uphold strict confidentiality and compliance with all HIPAA regulations.

Required Qualifications

• Associate’s degree or 3+ years of relevant front office or administrative experience.
• Previous experience in a medical front desk, receptionist, or customer service role.
• Strong verbal and written communication skills.
• Ability to multitask effectively in a fast-paced setting.
• Exceptional attention to detail and ability to prioritize tasks.
• Professional appearance, positive attitude, and a strong patient-service mindset.
• Experience with scheduling software or EMR systems preferred.
• Comfortable managing a high volume of phone calls and patient inquiries.

Work Environment

• Fast-paced, patient-centered setting with a focus on high-quality care.
• Predominantly will work at SkinLab; must be comfortable working at other locations as needed.
• Supportive, collaborative team culture with an emphasis on professionalism and positivity.

Additional Requirements

• Weekend availability is required
• Strong commitment to providing an exceptional patient experience.
• Submission of three professional references.