Coordinator, Front Desk

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.
** Job Summary
** 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
**** Administrative 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).
** Scheduling and Visit Management
*** 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).
** Data Accuracy & System Proficiency
*** 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.
** Insurance and Financial Transactions
*** Document insurance verification results in the EMR.
* Collect co-payments and coinsurance in accordance with policy.
* Run and reconcile end-of-day financial reports.
** Outbound Communications and Follow
- ** up* 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.
** Phone Operations
*** 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
** Additional

Duties & Responsibilities
*** 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 "Perform all other duties assigned by supervisor or manager.
** Education & Experience
*** 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, be 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, PowerPoint.
** Education Requirements
**** Required/Preferred
**** Education Level
**** Discipline
* * Required High School Diploma
** Knowledge, Skills & Proficiencies
*** Microsoft Office Suite:
Power BI, Excel, Word, Teams, PowerPoint.
* Strong communication and customer service skills.
* Detail-oriented with a commitment to data accuracy.
* Ability to multitask…