Patient Service Representative

Forefront Dermatology; Fairfax (VA); On-site; USD 25,000 - 33,000; Full time

Job summary

Forefront Dermatology is seeking a Patient Service Representative to serve as the primary contact for patients in our dermatology and plastics clinics. You will manage registration, scheduling, EHR entries, payments, and front-desk operations to support a smooth patient experience.

In this role you will greet patients, verify demographics, collect co-pays and balances, and coordinate with clinicians and staff while maintaining patient confidentiality per HIPAA.

Qualifications

• High School Diploma or GED is required.
• Experience in medical front-desk or similar role preferred.
• Strong communication and organizational skills in a fast-paced clinical setting.

Responsibilities

• Open/close the clinic, count and reconcile cash totals.
• Greet and check in/out patients; verify demographics and insurance in EHR.
• Collect co-pays and balances; issue receipts and maintain cash-log records.

Skills

Customer service

Organization

Communication

Multitasking

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Electronic Health Record systems

Scheduling 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.
• 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.