Front Desk Administrator

Position Summary

The Front Desk Administrator serves as the first point of contact for patients and plays a critical role in creating a welcoming, efficient, and professional clinic environment. This position is responsible for managing patient check-in and check-out processes, coordinating scheduling, verifying insurance, completing prior authorizations, and supporting administrative workflows to ensure smooth clinic operations using the Practice Fusion electronic medical record (EMR) system.

Key Responsibilities

Patient Interaction & Customer Service

• Greet patients and visitors in a professional, courteous, and empathetic manner
• Answer incoming calls, address inquiries, and route messages appropriately
• Maintain patient confidentiality in accordance with HIPAA regulations
• Provide clear communication regarding appointments, wait times, and clinic policies

Scheduling & Registration

• Schedule, reschedule, and confirm patient appointments using Practice Fusion
• Accurately collect and update patient demographic and insurance information
• Verify insurance eligibility and benefits prior to appointments
• Ensure completion of required forms (intake forms, consent forms, etc.)

Check-In / Check-Out Process

• Complete patient check-in, including ID and insurance verification
• Collect copays, deductibles, and outstanding balances at time of service
• Reconcile daily payments and maintain accurate financial records
• Schedule follow-up appointments and provide visit summaries

Prior Authorizations & Insurance Coordination

• Independently submit and manage prior authorizations for medications, imaging, and procedures
• Communicate with insurance companies, pharmacies, and providers to obtain approvals
• Proactively follow up on pending authorizations to minimize delays in patient care
• Document authorization status and updates accurately in Practice Fusion
• Notify providers and patients of approval, denial, or required next steps

Administrative Support

• Maintain organized front desk workflow and patient flow
• Scan and upload documents into Practice Fusion
• Manage incoming/outgoing faxes and correspondence
• Coordinate with clinical staff to ensure timely patient care

Compliance & Operations

• Adhere to clinic policies, procedures, and regulatory requirements
• Identify workflow inefficiencies and contribute to process improvements
• Assist with inventory of office supplies and front desk materials

Qualifications

Required:

• High school diploma or equivalent
• Minimum of 3+ years of experience in a medical front desk or administrative role (primary care or outpatient setting preferred)
• Demonstrated experience with insurance verification and prior authorizations
• Strong communication and interpersonal skills
• Proficiency with electronic medical records (EMR); Practice Fusion experience preferred

Preferred:

• Experience in a primary care clinic
• Knowledge of medical terminology and basic billing workflows
• Experience handling high patient volume and complex scheduling

Skills & Competencies

• Strong organizational and multitasking abilities
• High attention to detail and accuracy
• Ability to work independently and prioritize tasks effectively
• Ability to multi-task
• Professional demeanor and patient-centered approach
• Strong follow-through and problem-solving skills, especially with insurance processes

Work Environment

• Fast-paced primary care clinic setting
• Frequent interaction with patients, providers, and staff
• Prolonged periods of sitting, standing, and computer use

Additional Expectations

• Demonstrates reliability, punctuality, and accountability
• Maintains a positive and team-oriented attitude
• Upholds the clinic’s mission of delivering high-quality, patient-centered care

Pay: From $17.00 per hour

Work Location: In person