Front Office Coordinator

MyCare Medical; Florida; On-site; USD 33,000 - 42,000; Full time

Job summary

MyCare Medical is seeking a Front Office Coordinator to warmly greet patients, manage check-in/check-out, and coordinate scheduling in a patient-centric office in Florida. You will use eHR and HIPAA guidelines to protect privacy and facilitate smooth clinic operations.

Responsibilities include appointment coordination, collecting co-pays, ensuring proper documentation, and providing clear written updates on referrals. Bilingual English/Spanish is a plus; experience in medical offices preferred.

Qualifications

• Phone communication skills.
• Data entry and typing experience.
• Bilingual in English/Spanish preferred.
• Knowledge of basic medical terminology preferred.
• Ability to speak clearly and communicate over the phone and in person.

Responsibilities

• Greet patients and visitors, provide a warm welcome and identify new patients.
• Schedule appointments promptly to minimize wait times and ensure timely visits.
• Remind patients about upcoming appointments and required documents.
• Collect co-pays/deductibles; scan insurance docs and perform eligibility checks.
• Support privacy and active listening; document patient concerns accordingly.
• Answer phone calls professionally and document conversations.
• Maintain comfortable waiting areas and restock supplies.
• Provide written updates on referrals within 3 business days.
• Promote MyCare Initiatives such as Call Us First.
• Use eCW (eHR system) with privacy and compliance in mind.
• Participate in training and ongoing education.
• Foster open communication and teamwork to ensure smooth operations.
• Comply with HIPAA, OSHA policies.

Skills

Phone communication

Data entry

Bilingual English/Spanish

Medical terminology knowledge

Customer service

Education

High school diploma or equivalent

Job description

POSITION SUMMARY:

At MyCare Medical, we strive to make sure our patients receive the highest quality, most cost-effective care. We have a dedicated team supporting our providers, giving them the time that they need to care for each patient and ensure a comfortable and patient-centric experience. The Front Office Coordinator will be responsible for greeting all patients and clinic visitors in a friendly manner, directing them to the appropriate location, and providing general information about the office. The front office activities include receptionist tasks, check-in & check-out processes, and scheduling coordination duties.

RESPONSIBILITIES:

• Patient-experience is our #1 priority; Greet each patient with a smile, eye-contact, and with their name, if possible. Give them a warm and friendly welcome to the practice. Identify new patients, and follow New Patient Experience guidelines provided by the office.


• Schedule appointments in a timely manner and help to minimize wait times (preferably rooming patients within 15 minutes). Ensure new patients are given appointments within 14 days of assignment being identified. Schedule next patient visits prior to the patient leaving the clinic.


• Remind patients at least one week before their upcoming appointment. Remind the patient to bring all current medications, insurance card(s), and any other documentation or form of payment.


• Collect due payments (e.g., co-pays/deductibles); scan all necessary documentation, including insurance at the first of every year, even if there are no changes. Complete eligibility check for all patients.


• Make patients comfortable with in-office bedside manner (e.g., prioritize privacy, patience and empathy); Actively listen to concerns, and document accordingly.


• Be the first in line to answer each phone call with the same professionalism and friendliness. Properly document all phone calls.


• Keep patients comfortable with the office setting, including the waiting room, by ensuring cleanliness, proper signage, and restocking of any supplies.


• Ensure that patients receive all updates and changes in writing before leaving the clinic; provide patients with updates on referral statuses within 3 business days.


• Remind patients of MyCare Initiatives, such as \"Call Us First.\"


• Utilize eHR system (eClinicalWorks[eCW]) effectively; ensure all documentation is handled with privacy and according to office guidelines.


• Participate in comprehensive training and ongoing education to enhance skills and knowledge.


• Foster our culture of open communication, teamwork, and collaboration among staff members to ensure efficient clinic operations.


• Comply with office policy and procedure, OSHA Standards and HIPAA Privacy Regulations as stated in HIPAA Policy and Procedure Manual.

QUALIFICATIONS:

• High school diploma or equivalent


• A minimum of 1 year of experience within a medical office setting AND minimum of 1 year within a customer service industry


• Data entry and typing experience.


• Bilingual in English/Spanish is preferred.


• Knowledge of basic medical terminology is preferred


• Ability to speak clearly and communicate effectively over the phone and in-person.