Patient Service Representative

Forefront Dermatology; Fairfax (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Forefront Dermatology is seeking a Patient Service Representative to serve as the first point of contact for patients. You will handle registration, scheduling, payments, and front-desk operations in a fast-paced dermatology/plastics clinic.

The role requires professionalism, HIPAA-compliant handling of confidential information, and collaboration with clinicians and staff to ensure a smooth patient experience. Strong communication and organizational skills are essential.

Qualifications

• High school diploma or GED required or equivalent experience.
• Experience in medical office, front-desk, customer service, or administrative role preferred.
• Proficiency with Microsoft Office and EHR/scheduling systems.

Responsibilities

• Open/close the clinic; reconcile cash and daily totals.
• Greet and check in/out patients; verify demographic and insurance data.
• Collect payments and issue receipts; maintain payment logs.

Skills

Customer service

Communication

Multitasking

Team collaboration

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Electronic health record systems

Scheduling software

Practice-management systems

Job description

Overview

The Patient Service Representative serves as a primary point of contact for patients in a dermatology and/or plastics clinic. This role supports a welcoming, efficient patient experience through registration, appointment scheduling, electronic health record and practice-management activities, payment collection, and accurate front-desk operations. The representative also helps coordinate clinic workflow, communicate with patients and staff, and protect confidential information.

Responsibilities

• Open and close the clinic; count, document, and reconcile cash boxes and daily payment totals.
• Greet, check in, and check out patients; verify and update demographic, insurance, consent, and other required information in electronic systems.
• Collect co-pays, account balances, cosmetic payments, and retail sales payments; issue receipts and maintain accurate payment and cash-log documentation.
• Maintain a welcoming waiting-room environment and communicate appointment delays as appropriate.
• Schedule, reschedule, and confirm appointments; monitor additions, cancellations, no-shows, recalls, and daily schedule changes.
• Complete patient outreach to support scheduling, recalls, insurance or payor verification, and required appointment information.
• Prepare upcoming appointments by reviewing charts for required forms, referrals, eligibility, and other documentation.
• Scan, organize, and manage records such as referrals, lab results, prior authorizations, and medical-record releases in the electronic health record.
• Answer, screen, and route incoming calls; take messages and coordinate appropriate handoffs with billing, the central call center, clinicians, and other teams.
• Coordinate referrals and appointment requests according to company procedures and clinician schedule templates.
• Process and track retail products and inventory in accordance with standard operating procedures.
• Support accurate front-desk documentation, fee-ticket reconciliation, end-of-day reporting, and communication of discrepancies to leadership.
• Assist with onboarding and day-to-day guidance for front-desk team members, as assigned.
• Handle patient concerns professionally and elevate service-recovery issues or complex questions to the appropriate leader.
• Complete required compliance training and meetings and perform other assigned duties.

Qualifications

• High School Diploma or GED required.
• Medical office, front-desk, customer service, or comparable administrative experience preferred.
• Proficiency with Microsoft Office Suite, electronic health record systems, and scheduling or practice-management systems.
• Strong customer service, organizational, communication, and multitasking skills in a fast-paced clinical environment.
• Ability to work collaboratively with clinicians, staff, patients, and the public while maintaining a professional and positive demeanor.
• Ability to handle sensitive information with discretion and maintain patient confidentiality in accordance with HIPAA.

Physical Demands

• Standing, walking, and sitting for extended periods.
• Lifting and carrying up to 25 pounds.
• Bending, stooping, kneeling, reaching, and manual dexterity for typing and computer use.
• Visual acuity for reading screens and documents and verbal communication by phone and in person.

Forefront Dermatology is committed to providing equal employment opportunity and maintaining a workplace for employees and applicants that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact [e-mail] to let us know the nature of your request and your contact information.