Front Desk Coordinator - Urology (31693)

GI Alliance; Manassas (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

GI Alliance is seeking a front desk receptionist to greet patients and callers, schedule appointments, and manage demographics and insurance data in the EMR system. The role acts as the first point of contact for our practice and requires professionalism, discretion with sensitive information, and strong multitasking in a fast-paced environment.

Responsibilities include coordinating with providers, updating records, and handling scheduling across multiple locations.

Qualifications

• High school diploma or GED required; associate or bachelor’s degree preferred.
• Minimum 2–3 years of medical office experience.
• Strong customer service, communication, and multitasking abilities.
• Able to handle sensitive medical information with discretion.
• Reliable team player with professional demeanor.

Responsibilities

• Greet callers and in-office patients warmly and provide courteous service.
• Serve as first point of contact for patients at our practice.
• Schedule, check-in patients, and update demographics and insurance details.
• Confirm, cancel, and reschedule appointments per provider requests.
• Use EMR to match clinician availability with patient needs and preferences.
• Schedule accurately based on clinic guidelines and maintain records.
• Maintain scheduling systems and ensure patient records are current.
• Communicate with providers and staff about patient concerns; escalate system issues.
• Handle requests from other medical offices, such as faxing records.
• Address patient concerns promptly and professionally.
• Apply customer-service principles to interactions; perform clerical duties as assigned.
• Travel between multiple locations may be required.

Skills

Multitasking

Phone etiquette

Communication with patients

Use multi-line phone system

Attention to detail

Teamwork

Organizational skills

Education

High school diploma or GED

Associate’s or Bachelor’s Degree (preferred)

Tools

EMR system

Office software

Job description

Responsibilities

• Greet callers and in‑office patients warmly and provide courteous service.
• Understand the responsibility of serving as the first point of contact for patients at our practice.
• Use sound judgement in handling calls and in‑person interactions, especially when dealing with highly sensitive medical information.
• Answer calls within three‑four rings.
• When scheduling patients and/or checking a patient in, add and update demographics and insurance information thoroughly and accurately.
• Confirm, cancel, reschedule, and update patient appointments at the request of patient and/or provider.
• Use the EMR system to match physician/clinician availability with the patient’s needs and preferences in terms of date and time.
• Accurately schedule appointments based on clinic and practice guidelines and specifications.
• Maintain and regularly update scheduling systems so patient records are accurate and complete and can be used to analyze patient/staffing needs and patterns.
• Communicate as needed with providers and other staff about any patient concerns/issues. Consult the office manager about any system problems.
• Effectively communicate and complete requests from other medical offices, such as faxing patient medical records or other information as requested.
• Address patient concerns efficiently and effectively.
• Use customer‑service principles and techniques to deal with patients calmly and pleasantly.
• Perform other clerical duties as assigned by the office manager/administrator.
• Travel between multiple locations may be required.

Qualifications

• Self‑starter with the ability to complete daily tasks with minimal supervision.
• Skill in communicating effectively with patients or providers about scheduling preferences.
• Ability to multitask effectively, dealing with phone calls, in‑office patients, staff, and other tasks or projects in a pleasant manner.
• Ability to analyze situations and respond appropriately.
• Ability to use a multi‑line phone system, including transferring calls.
• Ability to speak clearly and concisely so callers and patients can be heard.
• Excellent organizational and time‑management skills.
• Superior interpersonal and problem‑solving skills to ensure coordinated efforts and patient satisfaction.
• Always maintain a professional and positive attitude.
• Common computer skills.
• Demonstrate teamwork and support for fellow care team members; be flexible when necessary.

Education

High school diploma or GED (required)

Associate’s or Bachelor’s Degree (preferred)

Experience

Two‑to‑three years of medical office experience.

Previous experience in a fast‑paced, high‑patient‑volume doctor’s office.