Coordinator, Front Desk

Overview

It s rewarding to be on a team of people that truly believe in making an impact! We are committed to building the best primary care environment for patients and are seeking healthcare enthusiasts to join us.

The Front Desk Coordinator serves as the first point of contact for patients, visitors, and callers at the clinic. This role is responsible for providing exceptional customer service while performing a range of administrative, clerical, and data entry duties, including patient intake, insurance verification, and appointment scheduling. The Coordinator ensures smooth front-desk operations and supports the clinical team in delivering high-quality, patient-centered care.

• Essential Duties & Responsibilities
  • Patient Intake and Onboarding
  • Create new patient profiles in the EMR system.
  • Conduct welcome calls and schedule initial appointments.
  • Mail welcome packages to new patients.
  • Obtain required annual consents and patient signatures.
  • Encourage and assist patients with Patient Portal enrollment.
  • Coordinate translation services as needed (e.g., Propia app).

• Greet patients and visitors warmly, creating a welcoming and professional environment
• Address patients concerns or complaints and escalate issues appropriately
• Schedule a variety of appointments (e.g., TOC, AWVs, sick visits, in-house services)
• Master scheduling workflows, including same-day visit protocols
• Follow all scheduling guidelines; act as the “Pit Boss” of the schedule
• Obtain Health Center Manager approval for scheduling exceptions (e.g., double-booking)
• Assist with appointment confirmation calls and transportation scheduling
• Reschedule all no-shows within 24 hours
• Update visit status types in the EMR (eCW) promptly
• Support scheduling for special events (e.g., mammogram and DRE campaigns)

• Perform demographic verification during patient check-in
• Ensure accurate entry of demographics, insurance, and Patient Hub information
• Scan and file all documents and s correctly
• eFile documents within 48 hours of receipt
• Monitor fax inbox for incoming clinical documents
• Clear Jellybean inboxes daily

• Document insurance verification results in the EMR
• Collect co-payments and coinsurance in accordance with policy
• Run and reconcile end-of-day financial reports

• Make outbound calls to support care initiatives (e.g., AWVs, HEDIS screenings)
• Follow up with patients within 3–7 days post-discharge to confirm TOC appointments
• Confirm follow-up appointments and ensure referral coordination at check-out

• Answer and route incoming calls appropriately
• Take messages, assist callers, and properly document/disposition each call
• Respond to inquiries in person, over the phone and via email with professionalism and accuracy

• Supports operations, patient/client experience, and communication at the center level
• Keep the front desk, lobby and patient facing areas clean, organized and well stocked
• Monitor and request office supplies as necessary
• Complete other duties at the discretion of management or as assigned by supervisor or manager

• High School Diploma or equivalent required
• Minimum of one (1) year experience in a healthcare or medical office setting
• Knowledge of medical insurance, Medicaid/Medicare, and EMR systems preferred
• BLS Certification, able to respond to medical emergencies (Preferred)
• Training in gait support, proper lifting techniques, and ADA compliance
• Microsoft Office Suite:
  Power BI, Excel, Word, Teams, Power Point

• Microsoft Office Suite:
  Power BI, Excel, Word, Teams, Power Point
• Strong communication and customer service skills
• Detail-oriented with a commitment to data accuracy
• Ability to multitask in a fast-paced clinical environment
• Technical proficiency in all required systems and software tools
• Electronic Medical Records (EMR) system (e.g., eCW) – Superuser level
• Call Center Communications system - (Ring Central)
• Transportation scheduling…