Front Desk Office Coordinator

Pain Specialists of America; Oak Run (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Pain Specialists of America is seeking a Front Desk Coordinator to serve as the first point of contact for incoming patients. You will greet patients, manage check-in, collect co-pays, and assist with scheduling and billing tasks in a fast-paced clinic environment.

The role requires strong communication, attention to detail, and the ability to multitask while maintaining patient confidentiality under HIPAA guidelines. Office will be on-site in a medical setting.

Qualifications

• High school diploma or equivalent.
• At least 1 year of customer service experience.
• Proficient in MS Word, Excel, PowerPoint and Outlook.

Responsibilities

• Check patients in, print medication lists and provide necessary paperwork.
• Collect co-pays and balances; set up recurring card payments as needed.
• Prepare schedule one day in advance and notify patients on payment plans.
• Document all payments and non-payments; provide to manager daily.
• Verify demographics with patients and update as needed; enter into EHR/EMR.
• Maintain HIPAA-compliant patient charts and keep reception area tidy.

Skills

Customer service

Communication

Multitasking

Attention to detail

Education

High school diploma or equivalent

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

Job Summary

The position requires strong communication skills and is customer service driven. The Front Desk Coordinator serves as the initial point of contact for all incoming patients. The Front Desk Coordinator is responsible for ensuring that patients feel welcome and are properly greeted. They should be well composed in both their appearance and demeanor and maintain a soft and even temperament when dealing with issues of a personal nature.

Detailed Responsibilities

• Check patients in, print out medication list and provide necessary paperwork
• Collect co-pays and collect on balances. Have patient set-up for recurring credit card payments for balances, if needed, and process payment plans per protocol.
• Prepare schedule one day in advance to determine balance accuracy and notify patients who need to be on a payment plan.
• Document all payments and non-payments on the schedule and give to manager at end of day.
• Verify demographics with patients and update as necessary.
• Enter all appropriate patient demographics into corresponding EHR/EMR
• Have all patients sign Opioid contract, and LOP patients sign LOP Lien.
• Scan paperwork into appropriate systems.
• Confirm appointments
• Send referral letters.
• Retrieve procedure cost estimate from S-FAX.
• Answer incoming calls and on daily basis check phones for messages, messages in the EMR/EHR, and email systems.
• Maintain up-to-date HIPAA information in patient’s chart.
• At all times, keep reception, waiting area and workstation tidy and professional.
• Maintain patient confidentiality.
• Other duties as assigned
• Travel as needed

Education and Experience/Technical Skills

• High school diploma or equivalent
• A minimum of one-year experience in a customer service position
• Proficient in MS Word, Excel, PowerPoint and Outlook

Other Position Requirements

• Organized and detail-oriented
• Customer oriented
• Possesses excellent written and verbal communication skills
• Ability to multitask in a fast-paced environment and meet deadlines