Front Desk Associate

About the role

This is a front desk and administrative support position in a diagnostic and laboratory services environment. You will be the first point of contact for patients, healthcare providers, and visitors, managing customer service, appointment scheduling, and administrative tasks while ensuring accurate record-keeping, confidentiality, and compliance with regulatory requirements.

Key responsibilities

• Greet patients, healthcare providers, and visitors warmly and professionally
• Answer phone calls, respond to pages, and manage inquiries promptly and accurately
• Assist patients with check-in and check-out procedures, ensuring all required forms are completed
• Address questions or concerns about visits or procedures
• Schedule and confirm appointments for diagnostic tests and laboratory services
• Ensure all transactions are accurate and provide patients with confirmations
• Notify patients of any changes or delays in appointments
• Manage patient records, ensuring accurate data entry and confidentiality
• Handle billing and payment processing
• Assist doctors with patient exams, including APE, check-ups, and neuropsychological tests
• Review all patient results for accuracy before release, verifying all patient details
• Complete Google Sheets daily with relevant details
• Review all transactions and ensure they match recorded sales
• Prepare daily sales reports to monitor revenue and ensure secure handling of financial transactions
• Coordinate with laboratory staff to ensure timely and efficient patient flow
• Inform patients of fasting schedules
• Clearly outline each step of procedures using simple and understandable language
• Address specific concerns or questions about procedures
• Communicate special patient needs or concerns to appropriate personnel
• Note patients requesting results sent online and coordinate with the Client Service Representative
• Liaise with healthcare providers and other external parties as required
• Perform duties at other branch locations as needed
• Ensure the front desk area is clean, organized, and well-stocked with necessary supplies
• Report maintenance issues or equipment malfunctions to the appropriate department
• Monitor and order office supplies as needed to maintain inventory levels
• Adhere to all relevant regulatory requirements and company policies, including DPO regulations
• Maintain patient confidentiality and protect sensitive information at all times
• Participate in ongoing training to stay updated on compliance and industry standards
• Address and resolve patient complaints and issues in a professional and timely manner
• Escalate complex issues to the Branch Supervisor or appropriate personnel as needed
• Provide feedback and suggestions for improving front desk operations and patient experience

About you

• Ability to greet patients and visitors warmly and professionally
• Ability to answer phone calls and manage inquiries promptly and accurately
• Familiarity with tests and diagnostic procedures
• Ability to manage patient records with accurate data entry
• Ability to handle billing and payment processing
• Ability to assist doctors with patient exams
• Ability to review patient results for accuracy before release
• Ability to coordinate with laboratory staff
• Ability to communicate clearly with patients using simple and understandable language
• Ability to maintain patient confidentiality and protect sensitive information
• Knowledge of relevant regulatory requirements and company policies, including DPO regulations