Administrative Assistant

Are you passionate about helping create families? Reproductive Partners Medical Group / Fertility Centers of Orange County (RPMG/FCOC) is seeking a full-time Front Desk Coordinator. This role follows a Monday–Friday schedule with rotating weekends and holidays.

Job Summary:
The Front Desk Coordinator is responsible for providing a positive patient experience through front office support, telephone communication, appointment scheduling, patient registration, insurance verification, and payment collection. This role also provides cross-functional administrative support including check-in/check-out, surgery center administrative duties, and financial counseling as needed. The position plays a key role in ensuring efficient patient flow and day-to-day front office operations.

Key Responsibilities:

• Provide exceptional patient service and front desk support in a fast-paced medical environment
• Greet and assist patients, visitors, physicians, and staff
• Manage incoming phone calls, voicemail, and patient inquiries
• Schedule patient appointments and maintain accurate calendars
• Perform patient registration and verify demographics and insurance information
• Collect co-pays, payments, and treatment deposits; accurately post payments
• Strong experience with insurance plans, including HMO and PPO, and prior authorization processes
• Check patients in and out, ensuring all required documentation is complete and accurate
• Cross-train and support surgery center administrative duties as needed
• Assist with financial consultations and generate treatment quotes for patients
• Maintain patient flow and communicate wait times or delays as needed
• Scan, organize, and maintain patient documents in EMR systems
• Support billing coordination, insurance verification, and authorization follow-up
• Maintain confidentiality of all patient records in compliance with HIPAA regulations
• Balance and close daily financial batches and prepare end-of-day reporting
• Participate in weekend and holiday rotation schedule
• Assist with special projects and additional administrative duties as assigned

Knowledge, Skills, and Abilities:

• Strong knowledge of insurance plans (HMO/PPO) and authorization processes required
• Excellent customer service and patient communication skills
• Professional telephone etiquette and strong verbal communication skills
• High attention to detail and strong organizational abilities
• Ability to multitask and perform under pressure in a fast-paced clinical setting
• Experience with medical billing and EMR systems preferred
• Ability to work collaboratively with physicians, clinical staff, and administrative teams
• Strong problem-solving skills and ability to support sensitive patient situations
• Proficiency in Microsoft Word, Excel, and electronic medical records systems

Minimum Qualifications:

• High school diploma or equivalent required
• 2–3+ years of professional experience required

Preferred Qualifications:

• 2+ years of front desk or administrative experience in a busy medical office
• Experience in fertility, specialty care, or surgical center environment preferred
• Strong background in insurance verification, authorizations, and patient financial counseling
• Ability to manage confidential information with discretion
• Strong team-oriented and patient-centered mindset

Working Conditions:

• Fast-paced medical office environment
• Requires flexibility due to patient volume and scheduling changes
• May involve stressful situations requiring professionalism, patience, and empathy
• Moderate noise level in clinical setting
• Exposure to communicable diseases and body fluids

Physical Requirements:

• Ability to perform job duties in person and over the phone
• Frequent standing, walking, bending, reaching, sitting, and repetitive hand movements
• Occasional lifting, pushing, and pulling as required in a clinical environment
• Ability to communicate clearly with patients and staff in person and by phone

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.