Front Desk Coordinator

Re:Cognition Health; Fairfax (VA); On-site; USD 45,000 - 50,000; Full time

Job summary

Re:Cognition Health is seeking a detail-oriented Administrative Coordinator to support Clinical Trials and Private Practice operations in Fairfax, VA. This role coordinates patient visits, manages invoices, and liaises across clinical and financial teams to ensure seamless patient care and billing.

The ideal candidate has at least 2 years in healthcare administration, proficiency with EMR systems, and excellent communication and organizational skills to thrive in a fast-paced, patient-facing

Qualifications

• Minimum 2 years of administrative or reception experience within healthcare.
• Experience with EMR systems and patient scheduling.
• Excellent customer service and communication skills.
• Ability to manage multiple tasks and prioritize in a busy environment.
• Professional and caring attitude towards patients, visitors, and colleagues at all times.

Responsibilities

• Greet patients and caregivers, providing a welcoming environment and a positive first impression of the Clinic and PC.
• Manage busy reception and clinic operations to ensure smooth flow.
• Liaise with patients, consultants, clinicians, and the trials team to ensure service culture and patient satisfaction.
• Schedule and manage patient visits for clinical trials and PC infusions, coordinating with PC Manager, NP, and PC owner.
• Work with the financial department to submit and manage invoices related to the PC.
• Provide administrative support for both clinical trials and PC teams (filing, data entry, requesting medical summaries).
• Maintain internal scheduling systems and ensure timely appointments and patient diary management.
• Prepare clinic patient areas for the day with high presentation standards.
• Order administrative and medical supplies as required.
• Handle prior authorization requests and liaise with providers, staff, payers, and patients to ensure timely authorizations.
• Conduct daily, weekly, and monthly audit checks.

Skills

Customer service

Communication

Organization

Attention to detail

Tools

EMR systems

Job description

The successful candidate will play a key role in both supporting the smooth and efficient running of the Clinical Trials and managing the scheduling and coordination aspects of the private practice, which administers FDA-approved monoclonal antibody infusions for Alzheimer’s Disease. They will collaborate closely with Clinical Trials Team and the PC Team to ensure seamless patient care coordination. Additionally, the role will involve working with the financial department to submit invoices for patients, as well as handling other administrative tasks through the EMR system.

What you'll do

• Greet patients and caregivers, providing a welcoming environment and a highly positive first impression of the Clinic and Professional Corporation (PC).
• Confidently manage busy patient areas, ensuring the smooth running of the reception and clinic.
• Liaison with patients, consultants, clinicians, and the clinical trials team to ensure service culture and patient satisfaction.
• Schedule and manage patient visits for both clinical trials and Professional Corporation (PC)infusions, coordinating with the PC Manager, NP, and Professional Corporation (PC)owner.
• Work closely with the financial department to submit and manage invoices related to the Professional Corporation (PC).
• Carry out administrative support for both the clinical trials and PC teams, including filing, data entry, and requesting medical summaries.
• Maintain and update internal scheduling systems, ensuring appointments run on time and patient diaries are properly managed.
• Prepare the clinic patient areas for the day, ensuring the highest standards of presentation.
• Order administrative and medical supplies for the center as required.
• Handle prior authorization requests and liaise with providers, clinical staff, administrative staff, payers, and patients as needed to ensure authorizations are completed accurately and timely to avoid delays in care or billing.
• Conduct daily, weekly, and monthly audit checks.

A successful candidate will have strong organizational skills, a keen eye for detail, and the ability to prioritize a diverse workload. They must be a confident communicator and thrive in a fast-paced, patient-facing environment.

Qualifications

• Minimum 2 years of administrative or reception experience within healthcare.
• Experience with EMR systems and patient scheduling.
• Excellent customer service and communication skills.
• Ability to manage multiple tasks and prioritize in a busy environment.
• Professional and caring attitude towards patients, visitors, and colleagues at all times.

ABOUT RE:COGNITION HEALTH

Re:Cognition Health is a pioneering brain and mind clinic that specializes in the treatment and care of people showing symptoms of cognitive impairment. Utilizing the latest progressive medical research and evidence-based treatments, we are passionate about transforming and optimizing cognitive performance through education, clinical excellence and by providing access to emerging treatments.

We value people who are dedicated, hardworking and looking to contribute to the growth of our business at an exciting time. Our vision is to become the recognized worldwide leader in the diagnosis, treatment and care management of individuals experiencing cognitive impairment. Come join our team where everyone is valued and where critical and important work is being done!

To find out more about our company, please visit https://recognitionhealth.com

The pay range for this role is:

45,000 - 50,000 USD per year (Fairfax HQ)

Clinical Trials & Private Practice (CTPC)