Patient Care / Front Office Coordinator

DermCare Management; Orlando (FL); On-site; USD 36,000 - 60,000; Full time

Job summary

DermCare Management in Orlando seeks a Patient Care / Front Office Coordinator to manage patient messages, schedule visits, confirm appointments, and ensure a welcoming, efficient front desk experience. The role requires prior medical office experience and a patient-first approach.

You will triage inquiries, maintain accurate records, handle check-in/out, and support billing and communications with providers. This full-time position offers a stable team environment in a busy clinical setting.

Qualifications

• Minimum 3 years of front desk experience in a medical office.
• Front desk experience in a Medical office required, Plastic Surgery experience preferred.
• Experience in sales/customer service required.
• Excellent attention to detail.
• Ability to adjust priorities quickly as circumstances dictate.
• Team-player mentality, wanting to work cohesively with others.
• Ability to multitask and maintain composure under pressure.
• Able to commute to the office.

Responsibilities

• Manage and triage messages accurately from patients via emails, calls, and on-site, routing to proper individuals and documenting in the system.
• Capture and facilitate patient needs, scheduling follow-ups and coordinating services.
• Review daily schedule to ensure accurate appointment type, purpose, status, and add-ons.
• Manage check-in/check-out processes, review HIPAA paperwork, and communicate patient needs to providers.
• Post visit charges and ensure correct descriptions and payments are updated in the billing system.
• Coordinate and complete the audit processes for super bills, surgery notes, and related documentation.
• Maintain a welcoming front desk, waiting area appearance, and overall facility care.

Skills

Customer service

Multitasking

Communication

Attention to detail

Team player

Work independently

Phone system proficiency

Commute to office

Tools

Medical office software

Data entry systems

CRM system

Job description

Patient Care / Front Office Coordinator (Full Time)

The Patient Care / Front Office Coordinator will be responsible for accurate management and triaging of messages, capturing and facilitating the needs of the patients, responding to patient inquires, managing patient service & scheduling process, and overall facility care. Candidate must have prior medical office experience.

Essential Functions

• Manage and triage messages accurately, including relaying messages timely, including emails and phone calls from service and real time messaging based on active calls and patient visits, capturing messages accurately and completely, routing messages to the proper individuals, thoroughly and completely documenting messages in proper destination, including any notations in the system and/or patient chart, all while maintaining a positive and welcoming atmosphere.
• Capture and facilitate the management of all expressed and anticipated needs of the patient including the posting and auditing function.
• Capture and manage all patient inquiries, including inquiries by phone, email, walk in, or onsite visiting with another patient and for new or existing patients, such as obtaining first name, last name, current phone number, best time to return call, statement of interest, etc.
• Review schedule to ensure the best facilitation of customer needs, inclusive of cross-scheduled services, timing for services, accuracy of services to be provided, and preparation of visit.
• Ensure the delivery and receipt of welcome packets prior to the confirmation call of office visits.
• Ensure the delivery and receipt of welcome packets subsequent to welcome call when welcome packet was not received prior to confirmation call.
• Ensure confirmation calls are made 3 business days prior to all scheduled visit to the allocated owners of the related appointment type.
• Assess the needs for move up and dispatch move up invitations in a timely fashion for all appointment types.
• Find resolutions to outstanding items on to do lists.
• Verify the accuracy of the daily schedule with respect to actual appointment type, appointment purpose, status of visit, add-ons, services rendered, fees collected and additional visits scheduled or visits to be scheduled.
• Prepare charts timely.
• Manage check out process, including areas such as computing and collecting fees accurately, noting additional patient needs for communication to providers, scheduling next visit, return of charts to proper individuals, etc.
• Manage check in process, including areas such as welcoming the patient, reviewing patient paperwork for HIPPA forms, understanding schedule and possible wait times, etc.
• Manage posting function, including updating the schedule for patient visit appointment type and purpose in the appointment window based on notes for the actual visit, updating for any addons or changes in the appointment, billing the visit identifying the correct appointment type and fee, posting fees collected into payment window attaching correct description and provider and payment type, applying fees collected to charges billed (for cosmetic and insurance) and notifying accounting of any unreconciled differences.
• Coordinate and complete the audit process for the super bill, including reviewing office notes and verifying completion of signatures, dates, provider and matching to purpose of visit scheduled. Noting differences forwarded for resolution and updating schedule for conclusion.
• Coordinate and complete the surgery audit process including operative notes, fee quote, bill charges and applying fees.
• Facilitate the pre-op process, including collecting fees and with witness signatures.
• Facilitate the fee quoting process for Botox, fillers, skincare, etc.
• Oversee general facility care, such as ensuring waiting room/exam room/consult room/work areas have proper appearance and neatly maintained, TV and music in waiting area is properly functioning, ensuring no trash in exterior areas or safety hazards, ensuring working order of office equipment, etc.

Qualifications & Skills

• Work tenure of 3 years minimum
• Front desk experience in a Medical office required, Plastic Surgery experience preferred.
• Experience in sales/customer service required.
• Excellent attention to detail.
• Ability to adjust priorities quickly as circumstances dictate.
• Team-player mentality, wanting to work cohesively with others.
• Ability to maintain composure under pressure.
• Ability to multitask.
• Ability to work autonomously as dictated & make appropriate decisions.
• Proven planning and organizational skills, attention to detail, ability to handle multiple tasks.
• Outstanding written and verbal communication.
• Efficient and accurate in managing multiple phone lines, with knowledge of general phone systems.
• Proficient in data entry and accurate and speedy typing
• Able to commute easily to our office

Physical Demands and Work Environment

This position operates primarily in a professional office/clinical environment. The role regularly requires standing, sitting, working at a computer, communicating with employees, managers, physicians, patients, and walking throughout the day. There are no regular lifting requirements beyond standard office/ practice materials. The work environment is typical of a medical practice setting.

This job description is intended to provide a general overview of the position and does not encompass all tasks or responsibilities that may be required. The duties and requirements of this role may be subject to change and additional duties may be assigned as needed.