Front Office Coordinator

Tucson, AZ, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Employee wellness programs

Paid holidays

Disability insurance

Job Description

The healthcare practice is dedicated to providing exceptional patient care in a professional and compassionate environment. With a strong commitment to quality service, this practice specializes in women's health, including OB/GYN services, focusing on delivering personalized attention and comprehensive medical support to every patient. The practice uses advanced electronic health record (EHR) systems and modern patient management technologies to streamline appointment scheduling, patient records, and billing processes, maintaining accuracy and confidentiality in all aspects of patient care. This healthcare setting values clear communication, efficiency, and a welcoming atmosphere to ensure patients feel comfortable and supported throughout their visit.

The Front Desk Receptionist plays a crucial role in this healthcare environment by being the first point of contact for patients, visitors, and vendors. This role requires a professional, courteous, and knowledgeable individual who can manage a variety of tasks that revolve around patient appointments, administrative duties, and payment processes. The receptionist is responsible for greeting patients warmly, assisting them with patient check-in and check-out using tools like the Clear Wave Kiosk, and maintaining accurate and up-to-date patient information in the EHR system. Handling incoming phone calls promptly and efficiently is also a key responsibility, ensuring clear communication between patients and healthcare providers.

Additionally, the Front Desk Receptionist must manage patient appointments, referral tracking, medical records requests, and appointment reminders to ensure smooth operation of the practice. This role demands strong knowledge of medical terminology, Microsoft office software, and EHR systems, as well as excellent interpersonal, communication, and problem-solving skills. The receptionist must demonstrate compassion, confidentiality, and the ability to de-escalate potentially difficult situations with patients. The physical demands of the job include standing and walking for extended periods and the ability to move medical equipment and supplies up to 25 pounds.

This position is essential for providing a positive first impression and maintaining a well-organized, welcoming reception area. The successful candidate will have a high school diploma or GED, with preference given to those possessing additional healthcare administration education or certification, and a minimum of two years of experience in a healthcare or clinical office setting. Experience in an OB/GYN office and fluency in Spanish are highly desired. The Front Desk Receptionist contributes to the overall efficiency and patient satisfaction of the practice, supporting the healthcare providers by managing vital administrative functions with accuracy and professionalism.

Job Requirements

High school diploma or GED
minimum two years of experience in a healthcare or clinical office setting
fluency in Spanish
knowledge of medical terminology
ability to operate EHR systems and Microsoft Office
strong communication and interpersonal skills
ability to handle confidential patient information
ability to manage multiple administrative tasks simultaneously
capability to assist patients compassionately and confidentially
physical ability to stand and walk for extended periods
ability to lift and move medical equipment and supplies up to 25 pounds

Job Qualifications

High school diploma or GED
two years of experience in a healthcare or clinical office setting
strong knowledge of EHR and Microsoft software
knowledge of medical terminology
excellent communication and interpersonal skills
excellent problem-solving skills
ability to speak to patients confidentially and compassionately
ability to de-escalate unwanted situations
fluency in Spanish
understanding of medical terminology
preferred additional healthcare administration education or certification
preferred experience in an OB/GYN office setting

Job Duties

Greet all patients, vendors, and employees professionally and courteously
assist patients by giving one-on-one guidance on how to use the Clear Wave Kiosk
collect and record designated co-pays, co-insurance, deductibles, and account balances upon patient checkout, issuing appropriate receipts when receiving payments
maintain, verify, and update accurate patient information such as insurance information, patient demographics, and other pertinent information in the company’s EHR system
manage all incoming phone calls in a prompt and professional manner
ensure accuracy and balancing of end-of-day patient payments
manage patient appointments, referrals, medical records requests, appointment reminders, and patient file management
maintain a clean, organized, and welcoming reception area
schedule and reschedule patient appointments accurately per established provider protocols
enter and maintain pertinent patient demographics and insurance information on new and returning patients in the EMR
coordinate and accurately complete the referral tracking log
answer and monitor voicemail by triaging patient calls and forwarding them appropriately
ensure the division’s inbox is promptly monitored and distributed
respond to medical records requests while properly applying HIPAA standards
create appointment reminders
receive and distribute all incoming mail, faxes, and special deliveries
maintain the accuracy of outgoing mail
assist patients with the check-in and check-out process ensuring visit meets company standards and expectations