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Job Description
Job Title: | Hybrid Front Office Coordinator | Department: | Front Office |
Reports to: | Clinic Manager | Location: | Mesa Office/Hybrid |
Job Summary
The Hybrid Medical Front Office Coordinator supports the daily administrative and patient-service functions of a busy pain management clinic. This position serves as an important point of contact for patients, referring providers, insurance companies, and other healthcare organizations.
The ideal candidate is professional, organized, dependable, and comfortable managing multiple priorities in a fast-paced medical office.
This position includes both remote and in-office work. Remote and in-office workdays will be determined by management based on clinic needs, staffing levels, patient volume, training requirements, job performance, and other operational considerations. This position does not have a fixed or guaranteed hybrid schedule, and remote and in-office workdays may change from week to week. The employee must remain flexible and be available to work on-site when scheduled or otherwise directed by management.
The employee’s assigned schedule and work location are subject to change. Hybrid work is not guaranteed and may be modified or discontinued at any time based on business or operational needs.
Supervisory Responsibilities
- None
Duties/Responsibilities
- Answer incoming telephone calls promptly and professionally.
- Assist patients with questions and route clinical concerns to the appropriate team member.
- Schedule, reschedule, and cancel patient appointments according to clinic guidelines.
- Maintain accurate patient demographic, insurance, and appointment information in patient’s chart.
- Verify insurance eligibility, benefits, and coverage before scheduled appointments.
- Identify and request required insurance authorizations and patient referrals and follow up as needed.
- Process incoming patient referrals and ensure all required documentation is received.
- Complete appointment recall activities for patients who are due or overdue for follow-up care.
- Make appointment confirmation calls and assist with filling open appointment times when cancellations occur.
- Communicate professionally with patients, providers, insurance representatives, and referring offices.
- Monitor assigned work queues, messages, faxes, and electronic communications.
- Maintain patient confidentiality and comply with HIPAA, privacy, and information-security requirements.
- Assist with additional front-office and administrative responsibilities based on clinic needs.
- Perform other duties as assigned by management.
- Remain active, accessible, and responsive during scheduled working hours through Microsoft Teams chats, email, and telephone,
Required Skills/Abilities
- Excellent telephone etiquette and customer-service skills.
- Ability to adapt to changing schedules, priorities, and clinic needs.
- Professional and compassionate approach when assisting patients.
- Reliable internet access and an appropriate private workspace for approved remote work.
- Ability to meet productivity, attendance, communication, and performance expectations in both remote and in-office settings.
- Must be able to pass a background check.
Preferred Experience
- Two years medical front-office, patient-scheduling, or healthcare administrative experience
- Spanish speaking strongly preferred.Â
- Experience with insurance verification, referrals, and medical records is strongly preferred.
- Knowledge of medical terminology and healthcare-office procedures preferred.
- Experience working in pain management, orthopedics, neurology, or a specialty medical practice is a plus.
- Experience using an electronic medical record or practice-management system preferred.
- Basic proficiency with Microsoft Office, email, and excel
- Ability to maintain patient confidentiality and handle sensitive information appropriately.
Education
- High school diploma or equivalent required.
Physical Requirements
This position regularly requires sitting, speaking, hearing, typing, and working at a computer for extended periods. The employee may occasionally be required to stand, walk, reach, bend, and lift or move office materials weighing up to 20 pounds.
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