Full Time - Front Office Coordinator

Tower-Saint-John; Santa Monica (CA); On-site; USD 32,000 - 34,000; Full time

Job summary

Tower-Saint-John in Santa Monica, CA is seeking a Front Office Coordinator to serve as the frontline contact for patients, visitors, and physician offices. You will manage check-in, insurance verification, scheduling, and patient communications while upholding privacy and security standards.

This full-time role requires 1–3 years of related experience, strong communication skills, and proficiency with medical terminology and EMR systems. A professional front-office presence is essential.

Qualifications

• Education – High school diploma or GED.
• Work Experience – 1–3 years of related experience; insurance billing experience preferred.
• Medical – Strong working knowledge of medical terminology.
• Equipment – Uses office equipment such as computer terminals, copiers and fax machines; data entry and keyboard.

Responsibilities

• Greet patients and check in at the registration desk with courteous professionalism.
• Verify demographics and insurance information in the EMR.
• Answer calls, route inquiries, and support scheduling.
• Collect copays and payments following procedures.
• Maintain PHI privacy and HIPAA compliance.
• Coordinate with clinical staff to support timely patient care.
• Open front office and ensure supplies are stocked.
• Provide directions and assist patients within the facility.

Skills

Verbal and written communication

Organizational skills

Problem solving

Administrative skills

Microsoft Office & EMR software

Front desk / patient interaction

Education

High school diploma or GED

Tools

EMR software

Office equipment (fax, copier)

Job description

Description

Job Type: Full Time

Position Summary

The Front Office Coordinator serves as a primary point of contact for patients, visitors, and physician offices and is responsible for providing a welcoming, efficient, and professional front-office experience. Responsibilities include patient check-in and registration, verification of demographic and insurance information, answering and routing telephone calls, supporting patient flow, assisting with scheduling-related needs, and coordinating with clinical and administrative teams while maintaining patient privacy, safety, and information security.

Essential Duties Responsibilities

• Demonstrates behaviors that reflect Tower’s core values of quality, safety, teamwork, accountability, integrity, and respect.
• Responsible for opening the front office and ensuring the reception and patient areas are prepared and required supplies are available.
• Greets and checks in patients in a courteous and professional manner and provides assistance throughout the registration process.
• Verifies and updates patient demographics, insurance information, contact information, and other required registration information in the electronic medical record (EMR).
• Reviews patient registration information and required documentation for completeness and accuracy and communicates missing or incomplete information to the appropriate department.
• Obtains and processes required patient forms, acknowledgments, consents, and other documentation in accordance with established procedures.
• Collects and processes patient payments, copays, or other amounts due when applicable and in accordance with established procedures.
• Answers incoming telephone calls and assists patients, physician offices, and other callers by providing information, researching questions, routing calls, or escalating concerns to the appropriate department.
• Assists with scheduling-related needs and appointment inquiries within the scope of the position and established workflows.
• Coordinates with technologists, clinical staff, Scheduling, Pre-Registration, Authorization, Medical Records, and other departments to support timely and accurate patient care.
• Monitors patient flow and communicates delays, scheduling concerns, patient needs, or other issues to the appropriate team members.
• Provides patients with appropriate directions, general appointment information, and assistance navigating the facility.
• Maintains confidentiality and safeguards protected health information (PHI), electronic records, documents, and other sensitive information in accordance with HIPAA and Company policies.
• Provides administrative support and coordinates with coworkers to ensure timely, accurate, and efficient service.
• Provides exceptional customer service and maintains a professional, courteous, and patient-focused environment.

Core Job Duties

• Meets all requirements for the confidential management of Company and patient information, including HIPAA requirements, appropriate access to protected health information, secure handling of electronic and printed information, password and workstation security, and proper document storage and disposal.
• Verifies patient identity and follows established procedures before accessing, discussing, or releasing protected patient information.
• Communicates effectively, professionally, and courteously with patients, visitors, physician offices, coworkers, clinical staff, and other internal and external contacts.
• Uses sound judgment to ensure written and verbal communications are clear, accurate, grammatically correct, and professional.
• Maintains current knowledge of Company policies, procedures, workflows, and applicable front-office requirements.
• Meets all applicable safety requirements for the position and work environment, including prompt reporting of injuries, incidents, safety concerns, or unusual events.
• Uses critical thinking and problem-solving skills to review documents, forms, patient information, schedules, and other information and identifies missing, inconsistent, or questionable items requiring follow-up.
• Prioritizes multiple responsibilities in a fast-paced outpatient imaging environment while maintaining accuracy, professionalism, and attention to patient needs.
• Meets time and attendance requirements and organizes workload to meet daily operational objectives.
• Respects patient dignity, privacy, cultural differences, and individual needs and maintains professionalism during sensitive or challenging interactions.
• Escalates patient concerns, complaints, safety concerns, or operational issues to the appropriate team member or leadership when necessary.

Other Duties

• Attends meetings and/or training seminar as requested.
• Ability and willingness to work overtime as needed based on operational and staffing needs, in accordance with applicable laws and company policy.
• Other duties as assigned.

Requirements

Education and Experience

• Education – High school diploma or GED.
• Work Experience – one to three years of related experience and/or training, or equivalent combination of education and experience. Insurance billing experience preferred.
• Medical – Strong working knowledge of medical terminology.
• Equipment – Uses office equipment such as computer terminals, copiers and fax machines; data entry and keyboard.

Knowledge and Skills

• Knowledge of blood borne pathogen requirements.
• Ability to effectively communicate verbally and in writing.
• Ability to work flexible schedules as needed and overtime when requested authorized.
• Strong organizational and problem-solving skills.
• Computer and Skills – Microsoft Office; specialized industry-specific software; internet browsers.
• Strong written and verbal communication skills.
• Strong organization skills.
• Proficiency in general administrative skills.
• Problem solving skills.

Physical Requirements and Exposures

• Frequent standing, walking, and sitting; occasional bending, stooping, kneeling, crouching, or crawling.
• Hand and finger mobility for use of reaching and manipulating keyboards and other business equipment.
• Occasional lifting of materials weighing up to 30 pounds.
• Must be able to drive, have use of personal vehicle, and maintain own auto insurance.
• Clear hearing and speaking voice sufficient for face-to-face and telephone communication.
• Clear vision, with or without correction, for near and far work, sufficient to operate office and medical equipment. Color vision is required.
• Equipment worked with includes: moving mechanical parts, computer stations, office and medical equipment.
• Exposure to potential hazards: potential infectious agents, fumes or airborne particles, cleaning chemicals, radiation-emitting devices, contaminated needles/injection devices.
• Noise level: typical of an office environment and medical clinic.

Additional Information

• Weeknight and weekend availability is required for this position.
• Candidates must be available to work assigned evening and weekend shifts based on operational and patient-care needs.
• Must be able to work assigned shifts and maintain reliable and punctual attendance.
• Must be willing to work additional hours or overtime when requested, authorized, and operationally necessary.
• Must be willing to attend off-site meetings, trainings, or events when requested.
• Schedule may vary based on operational and patient-care needs.

Salary Description

$23-25/hr