Patient Service Representative

Forefront Dermatology; Winter Park (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

Forefront Dermatology in Winter Park, FL, is seeking a Patient Service Representative to serve as the first point of contact for patients. The role supports a smooth patient experience through registration, scheduling, billing, and EHR tasks in a busy dermatology clinic.

The position requires strong customer service, teamwork, and HIPAA compliance, with a full-time schedule of 40 hours per week. Candidates should be comfortable handling cash, co-pays, and payments.

Qualifications

• High School Diploma or GED required.
• Medical office/front-desk/admin experience preferred.
• Proficiency with Microsoft Office Suite and EHR systems.
• Strong customer service, communication, and multitasking skills in a fast-paced clinic.
• Ability to handle confidential information with discretion and maintain HIPAA compliance.

Responsibilities

• Open and close the clinic; reconcile cash boxes and daily payment totals.
• Greet, check in, and check out patients; verify and update demographics and insurance in electronic systems.
• Collect co-pays and payments; issue receipts and maintain payment logs.
• Maintain a welcoming waiting area and communicate appointment delays.
• Schedule, reschedule, and confirm appointments; manage changes and no-shows.
• Coordinate referrals and appointment requests per clinic procedures.
• Process and track retail products and inventory per SOP.
• Assist with onboarding and guidance for front-desk team members.
• Handle patient concerns professionally and escalate to leadership as needed.
• Complete required compliance training and meetings.

Skills

Customer service

Communication

Multitasking

Team collaboration

Discretion

HIPAA compliance

Education

High School Diploma or GED

Tools

Microsoft Office

Electronic Health Records

Scheduling software

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.

Schedule: Full-Time | 40 Hours Per Week

Office hours:

• Monday – Thursday: 6:30 AM – 5:00 PM
• Friday: 6:30 AM – 3:00 PM

Shift Requirements: The Front Desk team will be responsible for both opening and closing shifts. Opening shifts are 6:30 AM – 3:00 PM, and closing shifts begin at 8:00 AM and continue until the office closes. Employees should be flexible and available to work both shifts as needed.

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 upscale 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.

Interested in this role but don’t meet every qualification? We still encourage you to apply. Your transferable skills, willingness to learn, and commitment to patient care may make you a great addition to our team. We’d love to learn more about what you bring. Any applicable state-required credentials or qualifications must still be met.

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.