Front Desk Administrator

Job Overview: Rincon Physical Medicine and Rehabilitation is a medical clinic specializing in diagnosing and treating traumatic brain injuries (TBI’s) and musculoskeletal injuries. Our comprehensive team of practitioners work closely with each and every patient to create and implement a detailed, humanistic treatment plan that takes into account all aspects of a patient’s condition, both seen and unseen injuries, to reach one goal – improving that patient’s quality of life by helping them achieve functional independence.

The Front Desk Administrator is the primary point of contact for patients, attorneys, and visitors at Rincon Physical Medicine & Rehabilitation. Reporting directly to the Clinic Operations Supervisor, this role owns all aspects of patient scheduling, front desk operations, referral coordination, and new client intake under the Supervisor’s direction and oversight. The Front Desk Administrator ensures that every patient interaction—from the first phone call through check-out—is professional, efficient, and accurate, and that the clinic’s scheduling operations run smoothly across all providers and appointment types.

Key Responsibilities:

Scheduling & Appointment Management

• Own and manage the full patient scheduling process, including new patient appointments, follow-ups, and provider-specific scheduling requirements
• Schedule new patient referrals upon intake processing and coordination by the Records & Customer Success Administrator
• Manage appointment confirmations, reminders, and rescheduling for all patients
• Monitor and manage the appointment calendar to optimize provider utilization and minimize gaps or overbooking, escalating capacity issues to the Clinic Operations Supervisor
• Schedule and coordinate follow-up appointments at check-out, ensuring continuity of care
• Provide daily and weekly scheduling status updates to the Clinic Operations Supervisor as directed

Front Desk Operations

• Serve as the first point of contact for all incoming calls, walk-ins, and visitor inquiries, directing communications appropriately
• Check patients in and out for all appointment types, verifying required documentation and collecting necessary signatures
• Manage patient forms, intake paperwork, and appointment preparation materials
• Maintain a clean, organized, and professional front desk and reception area
• Handle incoming and outgoing faxes, mail, and general correspondence

Inventory & Supplies

• Monitor and manage office supply inventory, placing orders as needed to maintain adequate stock
• Coordinate with clinical staff on medical supply needs and communicate reorder requirements

Patient Communication & Satisfaction

• Prepare and send patient letters and correspondence as directed
• Distribute and collect patient satisfaction surveys at check-out
• Maintain a professional, welcoming, and patient-centered demeanor in all interactions

General

• Assist with workflow and procedure documentation as needed
• Act as back-up to Records and Customer Success Administrator
• Other duties as assigned

Qualifications:

• High school diploma or GED
• Minimum 1 year of experience in a front desk, receptionist, or patient scheduling role in a medical or professional office
• Excellent verbal communication and interpersonal skills with a professional, patient-facing demeanor
• Strong organizational skills with the ability to manage multiple scheduling priorities simultaneously
• Proficiency with scheduling software, electronic health records, and standard office technology
• Ability to maintain strict confidentiality of sensitive medical and legal information
• Detail-oriented with a high standard of accuracy in data entry and documentation

Preferred

• Experience in a medical, legal, or med-legal clinic environment
• Experience with lien-based or cash-pay patient intake processes
• Familiarity with referral coordination and multi-provider scheduling

Schedule: 5 days per week, Monday-Friday exact schedule TBD

Equal Opportunities and Accommodations Statement: Rincon Physical Medicine & Rehabilitation is deeply committed to building a workplace and global community where inclusion is not only valued, but prioritized. We are proud to be an equal opportunity employer seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neuro-diversity, disability, age, or veteran status, or any other non-merit based or legally protected grounds. Rincon Physical Medicine & Rehabilitation is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation, please contact [email protected] in advance of your interview.

Pay: $23.00 - $26.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person