Front Desk Associate - Medical Office

Medical Front Desk Associate (Full-Time)

Southwest Florida Proton

Location: Fort Myers, Florida
Employment Type: Full-Time
Work Schedule: Day shifts; may include evenings, rotating schedules, and occasional weekends based on operational needs

At Southwest Florida Proton, our mission is patients first. The Medical Front Desk Associate is typically the first point of contact for patients, families, providers, and visitors and plays a critical role in delivering a positive patient experience.

This position supports front desk operations within a professional outpatient oncology and proton therapy setting by managing patient intake, scheduling, documentation, payments, and medical records. The role requires strong customer service skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced clinical environment while maintaining strict compliance with HIPAA and organizational standards.

Southwest Florida Proton is a specialized outpatient oncology and proton therapy practice serving patients throughout Southwest Florida and surrounding regions. We are part of a physician-led organization aligned with similar radiation oncology practices and are committed to delivering compassionate, high-quality, patient-centered care in a professional clinical environment.

• Greet patients, families, vendors, and visitors in a professional, compassionate, and respectful manner.
• Serve as the first point of contact and help ensure a welcoming and supportive patient experience.
• Answer incoming calls and make outgoing calls to patients, providers, and external facilities as needed.
• Communicate with patients regarding appointments, visit expectations, and administrative matters, directing clinical questions to appropriate staff.

• Perform comprehensive patient intake, including verification and documentation of demographics, insurance information, consent forms, and required medical forms.
• Schedule, reschedule, and confirm appointments according to provider availability and clinical protocols.
• Review patient histories and charts for completeness and route concerns or missing information appropriately.
• Check patients in and out efficiently to support smooth patient flow.

• Request, collect, and receive external medical records and supporting documentation.
• Review records for completeness and accuracy prior to processing.
• Scan, upload, index, and maintain medical records within the electronic medical record (EMR) and practice management systems.
• Compile and manage patient documentation to ensure proper flow of information for all patient records and history.
• Make appropriate notations and journal entries in the EMR as required.

• Collect copays and other patient payments in accordance with organizational policies.
• Accurately document payments and related information.
• Assist with referrals, authorizations, and insurance-related documentation as directed.
• Maintain organized work spaces, patient waiting areas, and common areas.

• Maintain strict adherence to HIPAA privacy and confidentiality standards.
• Follow organizational policies, procedures, and regulatory requirements.
• Collaborate effectively with providers, clinical staff, and administrative team members.
• Demonstrate professionalism, reliability, and accountability in all interactions.

• High School Diploma or GED required.
• Minimum of one (1)–two (2) years of experience in a medical office setting preferred (oncology or specialty practice a plus).
• Experience making direct contact with physicians or outside facilities to request medical records and information preferred.
• Experience using electronic medical record (EMR) and practice management systems required.
• Knowledge of medical terminology and HIPAA regulations required.
• Strong customer service, phone, and interpersonal skills.

• Excellent time management and multitasking abilities.
• Strong organizational and planning skills with high attention to detail.
• Clear verbal and written communication skills.
• Service-oriented mindset with strong social perceptiveness.
• Ability to prioritize tasks in a fast-paced healthcare environment.

• Ability to sit, stand, walk, and move throughout the workday.
• Ability to use standard office equipment, including computers, phones, scanners, and copiers.
• Ability to lift up to 25 pounds occasionally.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Outpatient oncology and proton therapy clinical setting.
• Frequent interaction with patients, families, and healthcare professionals.
• Adherence to safety, infection control, and privacy protocols is required.

• Competitive compensation
• Health, dental, and vision insurance
• Retirement…