Front Office Representative - Cardiology

Integrated Medical Services (IMS); Phoenix (AZ); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Short-term and long-term disability

Life insurance

Paid time off

401K plan

Tobacco-free environment

Job summary

IMS Care Center in Phoenix is seeking a Front Office Representative for its Cardiology Clinic. The role focuses on phone-driven patient access, scheduling, check-in/out, and coordination with the clinical team.

You will verify demographics, collect co-pays, and guide patients through billing steps while maintaining a smooth patient flow. The position requires at least 1 year of customer service, proficiency with scheduling tools, and excellent communication.

Qualifications

• At least 1 year of customer service experience.
• Experience with Athena system a plus.
• Excellent customer service and communication skills.
• Ability to plan, coordinate and organize front office tasks and workflow.
• Excellent communication and initiative; work well with an established team.
• Excellent organizational skills.
• Computer skills using Microsoft software, scheduling software, and e‑mail applications.
• Ability to work in a constant state of alertness and in a safe manner.

Responsibilities

• Coordinate and manage physician clinic schedules.
• Welcomes patients as they contact the office either personally or by telephone, and explains the services available, payment categories, and billing procedures.
• Manages check-in and check-out functions. Verifies demographics of new patients and scanning insurance cards for the medical file.
• Give patient forms prior to meeting with the provider and verifies that the patient has completed the forms completely and accurately, including signature and date.
• Schedule prep day before verifying insurance/outstanding liabilities/medical record/informing patients of copay and deductibles.
• Schedules appointments/tests/procedures. Directs walk‑in patients and emergencies as per established policies and procedures.
• Collects co‑pays. Reviews and verifies patient coverage of insurance or other agencies and computes the charges to be paid by the patient.
• Collects deposits or co‑pays/deductibles prior to the patient being seen by the provider per established policies and procedures. Reviews account for balances due. Informs patient of their outstanding balance, collects said balance, and issues cash receipt when monies are collected.
• Answers all incoming calls and route them to the appropriate staff, phones must be answered within 3 rings and phone ring volume must be turned up to level 5.
• Reviews daily clinic schedule to ensure appropriate authorizations/co‑pays. Works closely with clinical staff to assure smooth patient flow and cut down on waiting time.
• Makes reminder calls for next day appointments. Follows up on “no show” patients on a daily basis.
• Provides excellent customer service and assistance to patients of the practice.
• Pulls faxes and disseminate to the appropriate individual.
• Communicates patient’s problem/complaint to the practice manager.
• Oversees petty cash, close batches, post co‑pays to batches, and End of Day balancing of the cash drawers. Notifies manager of any reconciliation shortages immediately
• Arranges transportation/interpretation for patients if needed
• Scan documents into Athena

Skills

Customer service

Phone support

Communication

Organization

Attention to detail

Scheduling coordination

Education

High School Diploma or GED

Tools

Athena EMR

Microsoft Office

Scheduling software

Email applications

Job description

Headquartered in Phoenix, IMS Care Center is a team of 500 employees and a physician‑led organization united through its providers’ commitment to high‑quality innovative health care. Each day is a new day for ground‑breaking ideas and unparalleled opportunity. Ours is a culture focused on what we can accomplish today, and where it can lead us tomorrow.

IMS is currently searching for a professional, compassionate and knowledgeable individual to fill the position of Front Office Representative for our Cardiology Clinic in Phoenix. The Front Office Representative is responsible for answering the phone, scheduling patients, check in and check out, but may assist with insurance authorization/verification, and other office functions. This position will be heavy on phone support and customer service with patients.

Responsibilities

• Coordinates and manages physician clinic schedules
• Welcomes patients as they contact the office either personally or by telephone, and explains the services available, payment categories, and billing procedures
• Manages check-in and check-out functions. Verifies demographics of new patients and scanning insurance cards for the medical file. Give patient forms prior to meeting with the provider and verifies that the patient has completed the forms completely and accurately, including signature and date. Adds completed forms to the medical file
• Schedule prep day before verifying insurance/outstanding liabilities/medical record/informing patients of copay and deductibles
• Schedules appointments/tests/procedures. Directs walk‑in patients and emergencies as per established policies and procedures
• Collects co‑pays. Reviews and verifies patient coverage of insurance or other agencies and computes the charges to be paid by the patient
• Collects deposits or co‑pays/deductibles prior to the patient being seen by the provider per established policies and procedures. Reviews account for balances due. Informs patient of their outstanding balance, collects said balance, and issues cash receipt when monies are collected
• Answers all incoming calls and route them to the appropriate staff, phones must be answered within 3 rings and phone ring volume must be turned up to level 5
• Reviews daily clinic schedule to ensure appropriate authorizations/co‑pays. Works closely with clinical staff to assure smooth patient flow and cut down on waiting time
• Makes reminder calls for next day appointments. Follows up on “no show” patients on a daily basis
• Provides excellent customer service and assistance to patients of the practice
• Pulls faxes and disseminate to the appropriate individual
• Communicates patient’s problem/complaint to the practice manager
• Oversees petty cash, close batches, post co‑pays to batches, and End of Day balancing of the cash drawers. Notifies manager of any reconciliation shortages immediately
• Arranges transportation/interpretation for patients if needed
• Scan documents into Athena

Requirements

• At least 1 year of customer service skills and experience
• Previous experience with Athena system a plus
• Excellent customer service and communication skills
• Ability to plan, coordinate and organize front office tasks and workflow
• Excellent communication skills, ability to take initiative, work well with an established team
• Excellent organizational skills
• Attention to detail
• Computer skills using Microsoft software, scheduling software, and e‑mail applications
• The ability to work in a constant state of alertness and in a safe manner

Education

• High School Diploma or GED

Joining IMS is more than saying “yes” to making the world a healthier place. It’s discovering a career that’s challenging, supportive and inspiring. Where a culture driven by excellence helps you not only meet your goals, but also create new ones. We focus on creating a diverse and inclusive culture, encouraging individual expression in the workplace and thrive on the innovative ideas this generates. Our hope is that each day you’ll uncover a new reason to love what you do.

You can look forward to a generous compensation package including medical, dental, vision, short‑term and long‑term disability, life insurance, paid time off and a very lucrative 401K plan.

• IMS is a tobacco‑free work environment

IMS is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, disability status, sexual orientation, gender identity, age, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.