Medical Front Desk & Patient Experience Specialist

Arizona Community Physicians; Arizona; On-site; USD 21,000 - 28,000; Full time

Job summary

Arizona Community Physicians seeks a Front Office Specialist to provide welcoming administrative support in outpatient care offices. You will manage patient check-ins, appointment scheduling, and insurance verification while maintaining accurate data, processing payments, and coordinating with back-office teams.

The role emphasizes exceptional customer service, HIPAA privacy, and the ability to handle busy periods with composure across multiple clinics in a community healthcare setting.

Qualifications

• Minimum of high school diploma or GED credential (a high school equivalency diploma).
• Prefer at least one year of experience in an administrative support role with responsibility for multitasking, and detail-oriented tasks.
• Prefer experience working with the public providing customer service.

Responsibilities

• Provide excellent customer service to patients, patient family members, business representatives, and other visitors to our clinical offices through positive interactions with greetings and quality support as needed.
• Effectively manages reception area traffic and patient flow by having an organized work area and system for arriving patients.
• Arrive patients and complete check-in process involving registration and appointment scheduling which includes obtaining legible photocopies of insurance cards, accurate data entry, insurance verification, collecting co-pays, record-keeping, and forms completion.
• Perform daily cash handling/cashiering which includes balances all encounters and end of day cash/credit card processes.
• Follow practice guidelines for patient walk-ins and vendors without appointments and other exceptions to the clinic schedule.
• Interface with back-office personnel and physicians in facilitating patient flow. This includes collaborative teamwork together to meet patient care and business needs.
• Answer phones, route calls, take messages and manage voicemails to ensure communication is fluid and accurate.
• Appropriately handle high priority calls (urgent triage, physicians, hospitals) during clinic hours according to practice guidelines.
• Manages in-basket messages effectively in patient electronic health record system.
• Generate appointment schedules and encounters before clinic begins and follows proper start-of-day procedure for cash drawer.
• Prior to appointments, reviews medical records to ensure most recent dictation and lab results are filed.
• Annotate no shows, cancellation, and add-on appointments appropriately.
• Communicate arrivals and delays to back office.
• Maintain up-to-date resource manuals and related materials (contract, ancillary and vendor grids; eligibility rosters).
• Manage medical records requests, complete forms, facilitate fax requests, scan documents into patient records as required.
• Ensure cleanliness of reception area.
• Maintain HIPAA compliance (patient-confidentiality requirements) as required.
• Other duties as required.

Skills

Typing

Spelling & grammar

Organization

Multitasking

Customer service

HIPAA privacy

Communication

Calm under pressure

Interpersonal skills

Education

High school diploma or GED

Tools

Electronic Health Records (EHR)

Job description

Arizona Community Physicians seeks a Front Office Specialist to provide welcoming administrative support in outpatient care offices. You will manage patient check-ins, appointment scheduling, and insurance verification while maintaining accurate data, processing payments, and coordinating with back-office teams.

The role emphasizes exceptional customer service, HIPAA privacy, and the ability to handle busy periods with composure across multiple clinics in a community healthcare setting.