Front Desk Coordinator

Employment Type: Part-time

Mondays, Tuesdays and Wednesdays 7:30am – 4:30pm

Position Summary

The Front Desk Coordinator serves as the first point of contact for patients and supports efficient daily operations in a busy primary care practice. This role provides courteous service in person and by phone, maintains accurate electronic health records, verifies insurance information, triages patient requests within established protocols, and schedules patients according to clinical urgency and provider availability. The coordinator works closely with clinical and administrative team members to promote timely, organized, and patient-centered care.

Essential Duties and Responsibilities

Welcome patients and visitors, complete check-in and check-out activities, and provide professional, respectful service.

Answer multi-line phones promptly, identify the purpose of each call, route messages accurately, and communicate clearly using appropriate telephone etiquette.

Triage patient calls and requests within approved office protocols, identify urgent concerns, and escalate clinical questions or emergency symptoms immediately to licensed clinical staff.

Schedule, reschedule, and cancel appointments based on visit type, provider availability, practice guidelines, and the level of urgency identified by clinical protocols.

Use the electronic health record system to register patients, update demographic and insurance information, document communications, manage appointment workflows, and scan or route records.

Verify health insurance eligibility and benefits; identify referral, authorization, copayment, deductible, and network requirements; and explain general coverage information without making benefit guarantees.

Collect copayments and other patient payments, issue receipts, and follow established cash-handling and reconciliation procedures.

Obtain and confirm required forms, referrals, authorizations, and outside records before scheduled visits.

Maintain accurate patient information and protect confidentiality in accordance with HIPAA, organizational policies, and applicable regulations.

Manage incoming correspondence, faxes, portal messages, and medical record requests, routing each item to the appropriate team member.

Coordinate with providers, nurses, medical assistants, billing staff, and external offices to resolve scheduling, referral, and patient access issues.

Monitor waiting-room flow, communicate delays professionally, and help maintain a clean, organized, and welcoming reception area.

Perform additional administrative duties and participate in team meetings, training, and quality-improvement activities as assigned.

Required Qualifications

High school diploma or equivalent.

Prior front desk, patient access, scheduling, or medical office experience in a healthcare setting.

Demonstrated experience using an electronic health record system.

Working knowledge of health insurance plans, including commercial insurance, Medicare, Medicaid, managed care, referrals, authorizations, copayments, deductibles, and network requirements.

Ability to triage patient requests using established protocols and to recognize when immediate escalation to clinical staff is required.

Experience scheduling patients accurately and efficiently in a high-volume setting.

Professional phone skills, including clear communication, active listening, discretion, and effective call management.

Basic computer proficiency, accurate data entry, and ability to learn practice-management and communication systems.

Preferred Qualifications

One or more years of experience in a primary care or multispecialty medical practice.

Experience with insurance verification, referrals, prior authorizations, or patient collections.

Knowledge of medical terminology and common primary care appointment types.

Pleasant and professional phone manner.

Core Competencies

Patient-centered service and professionalism

Accuracy and attention to detail

Sound judgment and appropriate escalation

Organization, prioritization, and time management

Clear verbal and written communication

Teamwork, adaptability, and reliability

Discretion and commitment to confidentiality

Work Schedule and Physical Requirements

Schedule is part-time, Monday – Wednesday. The position requires extended periods of sitting or standing, frequent computer and telephone use, routine movement within the office, and the ability to perform the essential functions of the role with or without reasonable accommodation.

Equal Employment Opportunity

We are an equal opportunity employer and consider qualified applicants without regard to any characteristic protected by applicable law. Reasonable accommodations are available for qualified individuals with disabilities.

Pay: $22.00 - $24.00 per hour

Expected hours: 24.0 per week

Work Location: In person