Front Office Coordinator

MyCare; Tampa (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

MyCare Medical in Tampa, FL is seeking a Front Office Coordinator to warmly greet patients, manage check-in/check-out, and coordinate scheduling. You will collect payments, verify insurance, and guide patients through the office workflow with privacy and empathy.

The role requires at least 1 year in a medical office and 1 year in customer service, with preferred bilingual English/Spanish skills and basic medical terminology knowledge. Training and a collaborative team environment are provided.

Qualifications

• High school diploma or equivalent.
• 1 year of experience in a medical office setting AND minimum of 1 year in customer service.
• 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.

Responsibilities

• Greet patients and visitors in a friendly manner and direct them to appropriate locations.
• Handle check-in and check-out processes and scheduling coordination duties.
• Schedule appointments promptly to minimize wait times and ensure timely patient rooming.
• Collect co-pays/deductibles and scan insurance documents; perform eligibility checks.
• Maintain patient comfort and privacy in person and over the phone.
• Answer phones promptly with professionalism; document calls accurately.
• Keep waiting areas clean and well-stocked, and ensure clear signage.
• Provide written updates to patients on referrals within 3 business days.
• Promote MyCare initiatives and ensure patients are informed of updates.
• Utilize the eHR system (eClinicalWorks) properly and protect patient privacy.
• Participate in training and ongoing education to improve skills.
• Foster teamwork and collaborative office culture; adhere to policies and HIPAA.

Skills

Data entry

Phone communication

Customer service

Bilingual English/Spanish

Medical terminology

eCW (eClinicalWorks)

Education

High school diploma or equivalent

Tools

eCW (eClinicalWorks)

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.