Front Desk Coordinator

Job Title: Front Desk Coordinator

Position Summary

The Front Desk Coordinator serves as the first point of contact for patients, creating a welcoming and professional experience while ensuring efficient daily front office operations. This role is responsible for scheduling appointments, patient registration, insurance verification, payment collection, and maintaining accurate patient records. The ideal candidate is customer-focused, organized, detail-oriented, and thrives in a fast-paced medical environment.

Essential Duties & Responsibilities

• Greet and check in patients in a friendly, professional manner. 
• Answer incoming phone calls promptly while providing exceptional customer service. 
• Schedule, reschedule, and confirm medical and cosmetic appointments. 
• Register new patients and update demographic and insurance information. 
• Verify insurance eligibility and obtain required referrals or authorizations when applicable. 
• Maintain patient confidentiality in accordance with HIPAA regulations. 
• Monitor provider schedules to maximize efficiency and minimize gaps. 
• Respond to patient inquiries regarding appointments, office policies, and basic treatment information. 
• Scan and upload patient documentation into the electronic medical record (EMR).  
• Process incoming faxes, emails, and patient forms. 
• Assist with patient recalls, appointment confirmations, and waitlist management. 
• Maintain a clean, organized, and professional reception area. 
• Collaborate with providers, medical assistants, and management to ensure smooth patient flow. 
• Perform additional administrative duties as assigned. 

Qualifications

• High school diploma or equivalent required. 
• Minimum of 1–2 years of medical office or customer service experience preferred. 
• Dermatology and cosmetics preferred. 
• Experience with EMR systems (Nextech/NexCloud preferred). 
• Strong computer and Microsoft Office skills. 
• Excellent verbal and written communication skills. 
• Ability to multitask and remain calm in a fast-paced environment. 
• Strong attention to detail and organizational skills. 
• Professional appearance and positive attitude. 

Preferred Skills

• Insurance verification and medical terminology knowledge. 
• Ability to manage multiple phone lines and high call volumes. 
• Strong problem-solving and conflict-resolution skills. 

Performance Expectations

• Deliver exceptional patient service at every interaction. 
• Answer phones promptly with professionalism and enthusiasm. 
• Maintain appointment scheduling accuracy and provider productivity. 
• Ensure timely patient check-in and check-out. 
• Maintain accuracy in patient documentation and payment collection. 
• Support a collaborative, positive team environment while contributing to practice growth. 

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