Front Office Coordinator

Shelby American, Inc.; Louisville (KY); On-site; USD 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a Front Office Coordinator who will be the welcoming face of the organization. This role is vital in ensuring smooth operations at the front desk, from checking patients in and out to managing appointments and payments. The ideal candidate will possess strong communication and organizational skills, be able to work independently, and have a passion for providing excellent customer service in a healthcare setting. Join a team that values quality patient care and offers a supportive work environment where you can thrive and make a difference in the lives of others.

Qualifications

• High school diploma required; prior medical office experience preferred.
• Strong computer skills and excellent communication abilities needed.

Responsibilities

• Check patients in/out, collect payments, and schedule appointments.
• Maintain HIPAA compliance and assist with medical records requests.

Skills

Effective communication skills

Customer service skills

Organizational skills

Ability to work independently

Ability to read and interpret documents

Education

High school diploma or GED

Tools

IMS software

Computer skills

Job description

Description

Job Title: Front Office Coordinator

Employment Classification: Non-exempt, Hourly

Status: Full Time

Travel Required: Yes- East End, Saint Matthews and Dixie

Position Summary

The Front Office Coordinator is responsible for demonstrating knowledge and application of job duties and functions under the direction of his/her manager(s) and/or Director(s); respectfully interacts with all levels of staff; provides assistance, as needed, during assigned duty hours; participates in department activities; promotes independence; adherence to the attendance policy; encourages socialization; advocates for the quality of life of our patients while maintaining compliance with all applicable laws, regulatory and organizational standards; supports the company’s core values.

Summary of Duties and Responsibilities

• Check patients in and out
• Copy/scan insurance cards
• Take patient photo
• Collect co-pays and deductibles
• Post payments to patient account
• Encourage portal utilization
• Ensure that all required consent forms are signed
• Balance all money collected at the end of day and prepare deposit
• Answer telephone, handle all calls appropriately, and schedule appointments for new and existing patients
• Enter patient demographics, insurance, and referral information into IMS
• Prepare front desk prior to the start of clinic: confirm benefits on all testing patients, print schedules, unroll phones (if applicable), prepare all paperwork, and check messages
• Scan testing sheets and all other paperwork as needed
• Cancel and reschedule appointments as needed
• Keep up with medical records requests, medical records phone messages and reminders, chart views, and scan old charts into IMS as requested
• Process Allergy Zone purchases
• Responsible for individually assigned front office tasks; reminders and cancellations, failed faxes, send online survey, DOMA calls, returned mail, website appointment requests, insurance needed reminders, night calls, recall cards, adding new referring providers to IMS, recall report, and patient portal responses
• Maintain and follow HIPAA policies and procedures
• Travel to satellite clinics as scheduled

Requirements

Abilities, Knowledge and Skills

Effective communication skills to include:

1. Ability to fluently speak and read English
2. Ability to read and interpret documents such as safety rules, handbooks, policies, and procedure manuals
3. Ability to communicate effectively, verbally and written, with all levels of staff and patients

Education, Prior Work Experience, Special Skill And Knowledge Requirements

• High school diploma or GED required
• Prior medical office experience, preferred
• Strong computer skills
• Must be a quick learner, organized, and team oriented
• Excellent communication and customer service skills
• Previous customer service experience
• Valid Driver’s License required
• Acceptable results on Office of Inspector General, State Medicaid Exclusions, Abuse Registry Checks, Background Screenings, Drug Screen, and Sanction Checks
• Ability to travel to satellite offices, as needed
• Must be at least 18 years of age
• Ability to work with patients directly and pleasantly
• Ability to work independently

Physical Demands and Work Environment

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the physical demands.

1. While performing the duties of this job, the employee is regularly required to use hands to handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear.
2. The employee frequently is required to stand, walk, stoop, kneel, crouch, reach, push, pull, bend and sit. On average, front office staff may be sitting 80% of their shift.
3. The employee must occasionally lift and/or move up to 30 pounds.
4. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
5. Specific communication abilities required by this job include the ability to talk and hear in order to converse with others, discern, convey, express oneself, and exchange information.

Work Environment

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job.

1. The noise level in the work environment is usually moderate; lighting is in the standard range.
2. The employee is subject to diseases and conditions that exist in a healthcare setting.

EEOC Compliance

Family Allergy & Asthma provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.