Front Office Assistant

Midwaycare; Florida; On-site; USD 22,000 - 33,000; Full time

Job summary

Midway Specialty Care Center is seeking a Front Office Assistant to support patient check-in/check-out, registration, scheduling, and insurance verification in a HIV/hepatitis, STI, and other infectious disease specialty clinic. This on-site role emphasizes patient experience, confidentiality, and efficient clinic operations.

You will collaborate with providers and medical staff, maintain EMR accuracy, and assist with back-office tasks as needed to ensure smooth patient flow and high-quality

Qualifications

• High school diploma or equivalent required.
• Experience in medical front-office, patient registration, scheduling, or healthcare administrative role preferred.
• Strong customer service skills and ability to interact professionally with patients from diverse backgrounds.
• Knowledge of medical terminology and HIPAA confidentiality practices.

Responsibilities

• Welcome patients and visitors professionally, maintain a welcoming and confidential environment.
• Manage patient arrivals, confirm appointments, and coordinate follow-up scheduling.
• Verify and update patient demographics, contact and insurance information in EMR.
• Schedule, confirm, reschedule, and coordinate patient appointments and referrals.
• Communicate patient financial responsibilities and collect copayments when required.
• Enter and maintain patient information accurately in the EMR system.
• Collaborate with providers and clinic leadership to support patient flow and coordination.
• Assist with referrals, records requests, and reminders to support continuity of care.

Skills

Customer service

Data entry

Medical terminology

HIPAA compliance

Education

High school diploma

Tools

EMR systems

Electronic scheduling

Job description

Empowering Lives Together

Make a Difference. Build Your Career. Empower Lives Together.

Join a team dedicated to compassionate care, professional growth, and healthier communities. At Midway, your work matters, your contributions make a difference, and together we empower lives.

Browse our current openings and discover where your skills, experience, and passion can make an impact at Midway Specialty Care Center.

Department: Clinics - Infectious Diseases
Reports To: Provider | Office Manager
FLSA Status: Non-Exempt | Hourly
Employment Type: Full-Time | On-Site

ABOUT MIDWAY SPECIALTY CARE

Midway Specialty Care is a nonprofit healthcare organization committed to providing high-quality, compassionate, and accessible care to the communities we serve. Through our growing network of locations and dedicated healthcare professionals, we work to create an environment where patients receive exceptional care and employees are empowered to make a meaningful difference.

Our continued growth depends on talented people who share our commitment to service, collaboration, accountability, and excellence. At Midway, every role contributes to our ability to strengthen our organization, support our teams, and deliver an exceptional experience for the patients and communities who depend on us.

WHY THIS ROLE MATTERS

At Midway, the Front Office is an essential part of the patient care experience. From the first interaction to the completion of a visit, our Front Office Assistants help ensure patients feel welcomed, respected, and supported while keeping daily clinic operations organized and efficient.

We are seeking a professional, detail-oriented, and adaptable Front Office Assistant to join our team. This position primarily supports patient-facing administrative operations, including check-in and check-out, registration, appointment scheduling, insurance verification, and coordination of patient services.

Working with patients receiving HIV, hepatitis, STI, and other infectious disease and specialty care services requires exceptional discretion, confidentiality, compassion, and sensitivity to individual patient needs.

While front-office responsibilities are the primary focus, this role also requires flexibility and willingness to assist with back-office clinical support activities, consistent with training, demonstrated competencies, applicable requirements, and clinic needs.

The ideal candidate is organized, service-oriented, and comfortable managing multiple priorities while helping create a positive patient experience and supporting a collaborative clinical team.

WHAT YOU'LL DO

Patient Reception & Experience: Welcome patients and visitors professionally, provide assistance with routine inquiries, and maintain a welcoming, respectful, and confidential environment throughout the patient visit.

Patient Check-In & Check-Out: Manage patient arrivals and departures, confirm appointments, review required documentation, coordinate follow-up scheduling, and ensure accurate completion of front-office processes.

Patient Registration & Demographic Accuracy: Obtain, verify, and update patient demographic information, contact details, insurance information, consent forms, and other required documentation in the electronic medical record (EMR) system.

Appointment Scheduling & Coordination: Schedule, confirm, reschedule, and coordinate patient appointments, including follow-up visits and referrals, while supporting efficient provider schedules and patient flow.

Patient Financial & Billing Support: Communicate applicable patient financial responsibilities, collect copayments or other authorized payments when required, issue receipts, and accurately document transactions in accordance with organizational procedures.

Telephone & Patient Communication: Answer incoming calls, respond to routine questions, route messages appropriately, and communicate professionally with patients, providers, pharmacies, referral sources, and other stakeholders.

Electronic Medical Records & Documentation: Accurately enter, update, scan, and maintain patient information, forms, communications, and visit-related documentation while ensuring records remain complete, organized, and confidential.

Patient Flow & Clinic Coordination: Collaborate with providers, Medical Assistants, nurses, and clinic leadership to support timely patient movement, appointment readiness, and resolution of scheduling or registration concerns.

Referrals & Follow-Up Support: Assist with referral coordination, requests for records, appointment reminders, and other administrative activities supporting continuity of patient care.

Infectious Disease & Specialty Care Support: Provide compassionate, respectful, culturally responsive, and nonjudgmental service to patients receiving HIV, hepatitis, STI, and other specialty care services, maintaining sensitivity to privacy and individual circumstances.

Back-Office Clinical Support: Assist with appropriate back-office activities, such as preparing examination rooms, organizing supplies, supporting patient rooming, and obtaining vital signs when trained, authorized, and competency-validated. Additional clinical procedures may be assigned only when consistent with applicable requirements and demonstrated qualifications.

Front-Office & Back-Office Flexibility: Transition between administrative and appropriate clinical support responsibilities based on patient volume, staffing, and operational needs while maintaining service quality and patient safety.

Regional Clinic Support & Coverage: Provide administrative and appropriate clinical support at other Midway locations within the assigned region and, when needed, across the organization's broader footprint. Travel and temporary clinic coverage will be coordinated with advance notice and appropriate scheduling based on operational needs.

Infection Prevention & Workplace Safety: Follow applicable infection prevention practices, standard precautions, hand hygiene, cleaning and disinfection procedures, and organizational safety protocols to maintain a safe environment for patients, employees, and visitors.

Team Collaboration & Accountability: Work collaboratively with Office Managers, Providers, Medical Assistants, and other team members to address operational needs, support consistent service standards, and contribute to an effective patient care environment.

Compliance & Confidentiality: Maintain patient confidentiality and comply with HIPAA, organizational policies, applicable healthcare requirements, and established clinic procedures.

• Perform other related duties as assigned.

WHAT YOU'LL BRING

High school diploma or equivalent required.

Previous experience in a medical front-office, patient registration, scheduling, or healthcare administrative role preferred.

Experience with patient check-in/check-out, appointment scheduling, insurance verification, and electronic medical records preferred.

Strong customer service skills and the ability to interact professionally and compassionately with patients from diverse backgrounds.

Knowledge of medical terminology, healthcare office procedures, and patient confidentiality practices.

Proficiency in computer applications, electronic scheduling systems, and accurate data entry.

Strong attention to detail, organizational skills, and the ability to manage competing priorities in a fast-paced clinical environment.

Effective written and verbal communication skills