Front Desk Coordinator

Job Function: Front Desk Coordinator

Job Level: Individual Contributor

Employment Status: Full-time

Location: Woodhaven, Queens, NY

Job Summary We are seeking a compassionate, organized, and proactive Front Desk Coordinator to join our team in Woodhaven, Queens, NY. This role serves as the first point of contact for patients and visitors, playing a crucial part in setting a welcoming tone and ensuring smooth, efficient front desk operations for the clinic.

The Front Desk Coordinator will manage patient reception, coordinate appointment scheduling, assist with intake and insurance inquiries, and streamline communication between patients and clinical staff to support an outstanding care experience from start to finish.

The ideal candidate is an exceptionally communicative and multi-tasking professional who thrives in a fast-paced healthcare setting, maintains meticulous attention to detail, and enjoys helping others. Bilingual Spanish proficiency is required.

Key Responsibilities Front Desk Operations & Patient Reception

• Serve as the primary point of contact at the front desk, delivering a warm, professional, and welcoming check-in and check-out experience for all patients and visitors.
• Manage patient check-ins, verify personal and insurance information, and ensure all necessary registration forms and intake documents are completed accurately.
• Assist patients with scheduling, rescheduling, and optimizing appointment calendars to minimize wait times and maximize provider efficiency.
• Explain initial insurance coverage, collect copayments, coinsurance, deductibles, and other patient financial responsibilities in accordance with clinic procedures.
• Answer incoming phone calls, respond to inquiries, triage messages, and direct calls to appropriate clinical or administrative staff in a timely manner.
• Maintain strict adherence to HIPAA and all applicable healthcare privacy standards regarding patient records and personal information.
• Coordinate incoming and outgoing patient records, referrals, and administrative communications with external medical offices and insurance providers.

Administrative & Clinic Support

• Collaborate closely with physical therapists, Patient Care Coordinators, and healthcare providers to ensure clear communication and smooth patient flow.
• Partner with the Clinic Manager to optimize front-office workflows, address administrative challenges, and improve patient satisfaction.
• Assist with routine administrative tasks, including managing mail, processing incoming faxes, scanning documents, and maintaining clean electronic medical records.
• Support clinical staff with basic operational or administrative needs as appropriate based on training and clinic requirements.

Patient Experience & Communications

• Foster a supportive, compassionate, and reassuring front-office atmosphere for every patient.
• Listen attentively to patient questions or concerns, resolving scheduling or administrative issues with empathy and professionalism.
• Collect patient feedback, reviews, and survey responses to support ongoing quality improvement initiatives.
• Assist in capturing positive patient testimonials or media, with proper authorization, to support clinic outreach and community engagement.
• Consistently embody the organization's core values, professionalism, and dedication to high-quality care.

Facility & Administrative Upkeep

• Maintain a tidy, orderly, safe, and professional front desk, waiting room, and reception area.
• Regularly sanitize high-touch front desk surfaces, pens, check-in devices, and reception seating areas.
• Organize and restock front desk office supplies, intake forms, patient brochures, and informational materials.
• Receive shipments, process incoming packages, and notify appropriate personnel or restock inventory areas as needed.
• Securely process and record collected patient payments, maintain daily fee logs, and deliver funds to the Clinic Manager per established protocols.
• Assist in keeping common administrative areas clean, organized, and free of clutter or safety hazards.

Qualifications

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Healthcare Administration, Business, or a related field preferred.
• Previous experience as a medical receptionist, front desk coordinator, or administrative assistant in a healthcare setting preferred.
• Bilingual proficiency in English and Spanish is required.
• Exceptional verbal and written communication skills with a customer-service-oriented mindset.
• Strong interpersonal skills with the ability to handle patient interactions with patience, empathy, and tact.
• Excellent organizational skills, detail orientation, and accuracy in data entry and scheduling management.
• Basic working knowledge of health insurance processes, medical terminology, and HIPAA guidelines preferred.
• Ability to multitask, manage high phone volumes, and adapt in a busy clinic environment.
• Reliable, punctual, self-motivated, and capable of working effectively in a collaborative team setting.

Physical Requirements

• Ability to sit at a desk and work on a computer for extended periods during the workday.
• Ability to stand, walk, and move throughout the front office and clinic areas as needed.
• Minimal lifting required, such as handling office supplies, mail packages, or light equipment.
• Ability to perform light cleaning, wiping down reception counters, and keeping administrative areas orderly.

Tools & Technologies

• Electronic Medical Records (EMR): WebPT or similar clinical management software
• Office Productivity: Microsoft Office, Google Workspace
• Communication: Multi-line phone systems, email, and internal messaging platforms

What We're Looking For We are looking for a welcoming, organized, and dependable Front Desk Coordinator who takes pride in creating a seamless and pleasant experience for every patient entering our clinic. If you excel at multitasking, possess excellent communication skills, are fluent in both English and Spanish, and want to play a key role in our Woodhaven team, we encourage you to apply!