Front Desk Coordinator III (32385)

GI Alliance; Round Rock (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

GI Alliance in Round Rock, TX is seeking a Patient Service Representative Lead to coordinate daily front desk workflows and uphold standards for appointment prep, insurance entry, patient documentation, and scanning. This working lead role participates in check-in/out while improving processes and tools.

The position partners with the Site Manager to onboard, train, and refresh PSRs, ensuring smooth clinic operations and consistent patient experiences.

Qualifications

• Minimum two years of experience as a PSR with solid performance and reliability.
• Understanding of Urology Austin front office protocols and EHR systems.
• Proficient in insurance verification, payment collection, and documentation practices.
• Excellent verbal and written communication skills.
• Strong organizational and problem-solving abilities.
• Proficient in Microsoft Outlook, Word, and Excel.

Responsibilities

• Provide peer leadership and real-time workflow support to front desk team during clinic hours.
• Coordinate daily task distribution (check-in, scanning, phones, prep) and adjust as needed.
• Ensure front desk SOPs and protocols are followed, especially for appointment prep and scanning.
• Maintain a shared daily checklist for team coverage and escalation items.
• Monitor next-day appointment readiness and ensure prep is completed by end-of-day.
• Serve as the first contact for front desk workflow questions and clarification.
• Identify gaps in workflow and partner with Site Manager for corrections.
• Perform quality spot checks on payment entry, scanning, and demographic accuracy.
• Participate in patient-facing tasks including check-in/check-out and phone coverage.
• Maintain and update training guides, cheat sheets, and coverage calendars.
• Assist with onboarding and peer training focusing on Urology Austin standards.
• Coordinate PTO coverage and transitions during staff absences.
• Escalate system/process concerns to the Site Manager with context and resolutions.
• Maintain batch reconciliations For Round Rock
• Additional duties as assigned.

Skills

PSR experience

Front desk protocols

EHR systems

Communication skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Position Summary

The Patient Service Representative (PSR) Lead plays a key role in supporting the front desk team by coordinating daily workflows, maintaining process standards, and serving as the first point of escalation for routine operational issues. This is a peer leadership position that helps drive front-desk efficiency, accuracy, and patient experience without formal supervisory authority. By promoting consistency in appointment prep, insurance entry, patient documentation, and scanning, the PSR Lead ensures smooth clinic operations across the non-clinical team. The PSR Lead also supports onboarding, quality checks, and training refreshers for existing PSRs, in close partnership with the Site Manager.

This position is expected to function as a working lead, participating in check-in and check-out responsibilities while managing tools, coverage coordination, and ongoing improvement efforts.

Reporting to this Position: None

Qualifications

• Minimum two years of experience as a PSR, with strong performance and reliability.
• Demonstrated understanding of Urology Austin front office protocols and EHR systems.
• Proficient in insurance verification, payment collection, and documentation practices.
• Excellent verbal and written communication skills.
• Strong organizational and problem-solving abilities.
• Proficient in Microsoft Outlook, Word, and Excel.

Essential Job Duties

• Provide peer leadership and real-time workflow support to front desk team members during clinic hours.
• Coordinate daily task distribution (check-in, scanning, phones, prep) and adjust as needed based on staffing and patient flow.
• Ensure front desk SOPs and protocols are consistently followed, especially for appointment preparation, patient collections, and scanning accuracy. Assist with the implementation of new SOPS.
• Maintain a shared daily checklist or task tracker for team coverage, escalation items, and prep responsibilities.
• Monitor next-day appointment readiness and help ensure all front desk prep is completed by end-of-day.
• Serve as the first point of contact for front desk workflow questions and process clarification
• Identify gaps or inconsistencies in workflow execution and partner with Site Manager to implement corrections or peer refreshers.
• Perform quality spot checks on tasks like payment entry, document scanning, and demographic accuracy and report trends to leadership.
• Participate in patient-facing tasks including check-in, check-out, and phone coverage as needed to support clinic flow.
• Maintain and update reference materials and front-desk tools (training guides, cheat sheets, coverage calendars).
• Assist with onboarding and peer training of new hires, focusing on Urology Austin standards and real-time reinforcement of expectations.
• Coordinate PTO coverage and support seamless transitions during staff absences using shared resources.
• Escalate system, process, or personnel concerns to the Site Manager when appropriate, offering context and potential resolutions.
• Maintain batch reconciliations For Round Rock
• Additional duties as assigned.
• Triage and Navigation Support and Communication
• Referral Teams for Round Rock
• Bump List Designation for Round Rock
• Office Supplies for Round Rock
• Manage and Delegate Route Box
• Manage and Distribute Mail
• Pharmacy medications and Cather Prescription management
• New Duties As Assigned

Physical Demands And Work Environment

The physical and environmental conditions described here represent those commonly encountered while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Physical Demands: Regularly required to sit, type, talk, and hear. Occasional walking, reaching, and lifting or moving objects up to 20 pounds. Vision requirements include close vision, distance vision, peripheral vision, and the ability to adjust focus.
• Work Environment: Primarily a clinic office setting with moderate noise. Frequent interaction with staff and patients. Minimal exposure to communicable diseases. May experience periods of stress when dealing with time-sensitive tasks or sensitive situations.

What Success Looks Like in the First 90 Days

By 30 Days

• Launch a shared daily coverage checklist and prep tracker; ensure use across the front desk team.
• Conduct rotating quality spot checks on scanning, insurance entry, and payment collection accuracy; provide feedback to Site Manager.
• Lead or co-lead a workflow refresher based on site needs
• insurance card scanning, appointment prep, encounter form routine, etc.)
• Lead in onboarding support or peer training for new PSR team member.
• Shadow and document key front desk workflows to build baseline understanding for future SOP improvements.

By 60 Days

• Ensure updates are shared weekly.
• Conduct a second round of quality spot checks and identify recurring trends in documentation or prep gaps; review findings with Site Manager.
• Facilitate one short front desk process Biweekly huddle or check-in to gather staff input on pain points and tool improvements.
• Begin drafting an internal FAQ or cheat sheet for common patient-facing questions or front desk workflows.
• Ensure new hires onboarded in the first 30 days are independently completing key front desk tasks; provide peer coaching as needed.

By 90 Days

• Be established as the go-to resource for front desk support, workflow clarification, and peer accountability.
• Finalize and distribute at least one updated reference guide or checklist for common front desk functions.
• Coordinate backup coverage for at least one full day of absences using updated shared tools.
• Submit a brief summary to leadership of one improvement recommendation related to workflow, training, or tools.

Acknowledgement

I acknowledge that I have received, read, and understand the job description for this position. I understand that this job description is intended to describe the general nature and level of work expected in this role. It is not an exhaustive list of all duties, responsibilities, and qualifications required for this position. I understand that my role and responsibilities may be adjusted based on the operational needs of the organization.

I further understand that this job description does not constitute an employment contract, and that employment is at-will, unless otherwise specified in writing.