Front Desk Coordinator

Front Desk Coordinator – Job Description

Department: Patient Access / Front Office · Reports to: Business Office Manager · Status: Full-time, non-exempt · Schedule: Weekdays, early start to align with first case; occasional extended days

Position Summary

The Front Desk Administrator is the first point of contact for patients at the ambulatory surgery center. This role owns the patient access process from pre-procedure verification through day-of-surgery check-in, ensuring every case is financially cleared, properly documented, and on schedule. The position works closely with clinical staff, scheduling, and the billing team to protect both the patient experience and the center's revenue.

Key Responsibilities

Pre-Procedure / Financial Clearance

• Verify insurance eligibility and benefits for all scheduled cases; document deductible, co-insurance, co-pay, and out-of-pocket status.
• Obtain and track prior authorizations and referrals; confirm CPT codes, dates of service, and authorized facility match the scheduled case.
• Calculate estimated patient responsibility and communicate it to patients before the procedure.
• Flag cases lacking authorization or with coverage issues to the Administrator and surgeon's office in time to resolve or reschedule.

Patient Communication

• Place pre-procedure confirmation calls: arrival time, location, escort/ride requirement, NPO and prep instructions (per clinical protocol), and what to bring.
• Answer incoming calls and route clinical questions to nursing staff.

Day-of-Surgery Check-In

• Greet and register patients; verify identity with photo ID and insurance card, and scan both into the record.
• Present and obtain signatures on admission, financial responsibility, HIPAA acknowledgment, patient rights, and other required forms; ensure procedure consents are complete and ready for clinical verification.
• Confirm physician ownership disclosure and advance directive information are provided as required.
• Collect co-pays, deductibles, and estimated balances; issue receipts and reconcile the cash drawer daily.

Billing Coordination & Administration

• Enter accurate demographic and insurance data to support clean claims.
• Forward completed registration packets, authorizations, and payment records to the billing team; assist with eligibility-related denials and patient balance questions.
• Maintain the daily schedule, chart preparation, and front-office supplies; keep the waiting area orderly.
• Protect patient privacy in accordance with HIPAA and center policy.

Qualifications

• High school diploma or equivalent required; associate degree or medical office/billing certificate preferred.
• 2+ years of front desk or patient access experience in an ASC, hospital outpatient, or specialty surgical practice.
• Hands-on experience with eligibility portals (e.g., Availity, payer websites) and obtaining prior authorizations.
• Working knowledge of commercial, Medicare, Medicaid, No-Fault, and Workers' Compensation coverage.
• Familiarity with CPT/ICD-10 terminology and practice management / EHR systems.
• Bilingual (English/Spanish or other language common to the patient population) a plus.

Skills & Attributes

• Calm, professional, and compassionate with anxious patients and families.
• Highly organized and detail-oriented; comfortable working to a tight surgical schedule.
• Confident discussing financial responsibility and collecting payment.
• Strong phone, written, and computer skills.

Working Conditions

Fast-paced clinical environment. Requires prolonged sitting, computer use, and occasional lifting up to 20 lbs. Must complete HIPAA, fire safety, and other annual compliance training required by the center.

Pay: $25.08 - $30.21 per hour

Benefits:

• Health insurance

Work Location: In person