Front Desk Representative

clearway; Pensacola (FL); On-site; USD 30,000 - 42,000; Full time

Job summary

Clearway is seeking a Front Desk Representative in Pensacola, FL to manage patient check-in/out, registration, and data entry within the EMR system. The role supports scheduling, financial transactions, and patient communications with a focus on accurate information and service excellence.

Responsibilities include collecting insurance data, handling co-pays, and assisting patients with form completion and portal access, while upholding HIPAA standards and multi-tasking in a fast-paced

Qualifications

• Must have High School Diploma or equivalent.
• Knowledge of Internet and Microsoft Office software.
• Excellent written and oral communication skills and exceptional customer service.
• Ability to establish and maintain effective working relationships with staff and the public.
• Ability to work independently and within a team.
• Accurate money collection and data entry capabilities.
• Ability to follow verbal and written instructions and maintain attention to detail.

Responsibilities

• Facilitates patient flow by registering and greeting patients on arrival.
• Collects and verifies demographic, insurance, and financial information.
• Handles co-pays, co-insurances, deductibles and reconciles money daily.
• Assists patients with EMR data entry and Phreesia tablets.
• Schedules follow-up appointments per insurance guidelines.
• Maintains confidentiality per HIPAA requirements.
• Copes with inquiries and directs callers to appropriate personnel.
• Prepares and manages patient records, forms, and paperwork.
• Ensures waiting area cleanliness and organization.

Skills

Excellent communication

Customer service

Detail-oriented

Multi-tasking

Teamwork

HIPAA compliance knowledge

Education

High School Diploma

Associate’s Degree

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

EMR system

Job description

The Front Desk Representative facilitates the flow of patient information across the continuum of care, including data collection of insurance demographics when a patient arrives at the practice site. Performs duties necessary to ensure patients are scheduled, checked in, and checked out an accurate and timely manner. Performs patient registration, patient financial services and data entry, greeting and referring patients, answering routine/administrative inquiries, and general office support activities as appropriate.

Essential Duties and Responsibilities:

• Perform job in accordance with Company Mission, vision and goals.
• Provides exceptional customer service to patients and their families.
• Exercises confidentiality in all areas, abiding by HIPAA rules and regulations.
• Collects and verifies all demographic, Insurance and Financial information and enters information into Electronic Medical Record (EMR).
• Assists patients with Phreesia tablets and medical forms, as necessary.
• Obtains patient emails for patient portal registration.
• Collects co-pays, co-insurances, deductibles and past due balances for all patients. Performs daily reconciliation of all money collected.
• Processes patient intake forms and schedules follow up appointments through EMR.
• Schedules follow up appointments in accordance with insurance guidelines.
• Organizes and performs work effectively and efficiently and demonstrates standards of performance ownership, teamwork, communication, compassion) that support patient satisfaction and principles of service excellence.
• Ensures all necessary paperwork and documentation (i.e.: referrals, ID, insurance cards, etc.) are up to date and present at the time of service.
• As needed, handles phone inquiries from patients and others, screens calls to ascertain nature and urgency of inquiry and refers callers to the appropriate personnel.
• Makes appointments via telephone, patient portal and in-person.
• Responsible for copying, barcoding, and scanning medical records, as needed.
• Responsible for maintaining cleanliness of patient waiting area.
• Prepares procedure packets.
• Participate in and complete all required trainings and in-services.
• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma, or equivalent.
• Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Must have excellent written and oral communication skills, including exceptional customer service.
• Must be able to establish and maintain effective working relationships with doctors, clinical staff, other co-workers and the public.
• Must be able to work individually as well as within a team.
• Must be able to accurately collect and maintain money.
• Must be able to follow both verbal and written instructions.
• Must be able to work a flexible schedule.
• Must be able to respond with patience and understanding during stressful conditions related to patient health and emergent situations.
• Must be able to multi-task and prioritize.
• Must demonstrate extreme attention to detail.
• Must possess strong organization skills.
• Must be able to problem solve and use reasoning.
• Must be able to meet predefined quality standards.
• Must maintain and project a professional attitude and appearance at all time.
• If working in an ASC, must provide proof of influenza vaccination annually (must wear a procedure mask if refusing the flu vaccine).
• If working in an ASC, must complete two (2)-step PPD.
• Must complete all regulatory competencies in accordance with working in the ASC.
• Must have a working knowledge of the healthcare field and medical specialty, as well as medical terminology.
• All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.

Preferred Qualifications:

• Associate’s Degree from an accredited college or university.
• One (1) year of prior experience working with an Electronic Medical Record (EMR).

Driving/Travel:

The employee must have reliable transportation. Travel for this position may be required up to 25%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.