Front Desk Coordinator

Job Description

The Front Desk Coordinator plays a crucial role at NOVA Plastic Surgery and Dermatology, ensuring that the patient's experience is second to none. They are the face of the practice, responsible for handling patient requests and administrative tasks with excellence. The Front Desk Coordinator performs a variety of duties, demonstrating exceptional customer service skills, strong communication skills, attention to detail, and the ability to multitask effectively.

Responsibilities:

Check Patients In and Out

Be a warm welcome to the practice by greeting patients and offering refreshments

Ensure appropriate consents are filled out prior to the patient's appointment

Assist with patient questions

Assist patients browsing the retail displays

Ensure patient has their next appointment booked

Scheduling Appointments

Schedule appointments properly, ensuring that the appointment is booked with the correct provider, for the right treatment, with the proper allotment of time, and the proper spacing if the patient receives multiple treatments.

Contact the waiting list for last-minute openings and communicate scheduling gaps to Front Desk Manager and Clinical Manager as needed.

Adhere to office policies regarding cancellations and no-showed appointments

Confirm appointments that were booked online

Communicate specials and sales to patients

Billing & Payments

Input bills for products

Check applicable rewards points and apply to billing statements

Collect deposits for all appointments

Take payments

Take down insurance information and determine co-pay

Take pre-payments for surgical procedures

Add referral credits into patient charts

Manage online store payments and gift cards

Managing Incoming and Outgoing Calls

Demonstrate exceptional customer service skills over the phone.

Be an excellent source of information for patients calling in with inquiries.

Effectively manage patient requests relating to their records, scheduling, rescheduling, or cancelling appointments.

Be able to redirect calls to the proper staff member as needed.

Complete confirmation calls.

Return voicemails in a timely manner.

Call patients as directed by providers, medical assistants, and management.

Documentation and Handling Patient Records

Document all correspondence with patients

Scan documents into patient charts

Manage records requests

Inventory Management

Assist patients purchasing retail products

Count and restock inventory daily

Check in orders

Communicate with Front Desk Manager and Practice Manager when products/supplies are needed

Fulfill online store orders

Administrative Tasks

Manage incoming and outgoing faxes

Stay up to date on promotions, sales, etc.

Manage cash deposits.

Review applicable reports.

Complete daily tasks as assigned by the Front Desk Manager

Keep the waiting area clean and well stocked.

Full-time