Front Desk Coordinator

Company Overview

Cardiology and Vascular Associates, P.C. is a leading cardiology practice dedicated to providing comprehensive cardiovascular care across multiple locations. Our team of highly trained physicians and staff are committed to delivering exceptional patient service through advanced diagnostic and therapeutic techniques.

Position Summary

The Front Desk Coordinator is responsible for providing exceptional customer service while performing a variety of administrative and patient access functions. This position serves as the first point of contact for patients, visitors, and referring providers and is responsible for patient registration, appointment scheduling, insurance verification, collection of patient payments, and maintaining accurate patient records.

The Front Desk Coordinator contributes to a positive patient experience by ensuring efficient front-office operations, effective communication, and adherence to organizational policies and regulatory requirements.

Essential Duties and Responsibilities

Patient Reception

• Greet patients, visitors, and vendors in a professional, courteous, and welcoming manner.
• Verify patient identity using established patient identification procedures.
• Maintain a positive and patient-centered environment.
• Answer incoming telephone calls promptly and professionally.
• Direct calls and visitors to the appropriate department or staff member.
• Respond to patient inquiries within the scope of responsibility.

Patient Registration

• Register new and established patients accurately.
• Verify demographic and insurance information at each visit.
• Obtain copies of insurance cards and photo identification.
• Update patient records in the electronic health record (EHR).
• Ensure all required registration forms and consents are completed before services are provided.

Appointment Scheduling

• Schedule, reschedule, and cancel patient appointments.
• Coordinate provider schedules to maximize efficiency.
• Confirm appointments and communicate preparation instructions.
• Manage appointment waitlists and recall lists.
• Schedule diagnostic testing and follow-up appointments as assigned.

Insurance Verification

• Verify insurance eligibility and benefits before appointments.
• Obtain referrals and authorizations when required or coordinate with the appropriate department.
• Identify coverage issues and communicate them to patients before services are rendered.
• Document insurance verification activities in the EHR.

Financial Responsibilities

• Collect co-payments, deductibles, coinsurance, and outstanding balances.
• Process cash, checks, and credit card payments.
• Issue receipts and maintain accurate daily payment records.
• Balance cash drawer according to organizational procedures.
• Explain basic billing procedures to patients and refer complex billing questions to the billing department.

Medical Records & Documentation

• Maintain accurate patient records.
• Scan and upload documents into the EHR.
• Ensure documentation is complete before patient appointments.
• Protect patient confidentiality in accordance with HIPAA regulations.

Customer Service

• Address patient concerns professionally and courteously.
• Resolve routine issues within the scope of authority.
• Escalate complaints or service concerns to the supervisor when appropriate.
• Promote a positive patient experience at every interaction.

Administrative Responsibilities

• Maintain an organized reception area.
• Monitor office supplies and notify management when replenishment is needed.
• Assist with mail, faxes, and incoming correspondence.
• Support providers and clinical staff with administrative requests.
• Perform additional duties as assigned.

Compliance

• Comply with HIPAA privacy and security requirements.
• Follow OSHA safety standards and infection prevention protocols.
• Adhere to organizational policies and procedures.
• Maintain confidentiality of patient, employee, and organizational information.
• Complete required compliance and annual education programs.

Qualifications

Education

• High school diploma or GED required.
• Associate degree in Healthcare Administration, Business Administration, or a related field preferred.

Experience

• Minimum of one (1) year of medical office or healthcare customer service experience required
• 2 or more years of medical or healthcare customer service experience preferred.
• Cardiology or specialty practice experience preferred.
• Experience with electronic health records (Epic,NEXTGEN, eClinicalWorks, Cerner, or similar systems) required.

Knowledge, Skills, and Abilities

• Excellent customer service skills.
• Professional verbal and written communication.
• Knowledge of medical office procedures.
• Understanding of medical terminology.
• Familiarity with insurance verification and patient registration processes.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Attention to detail and accuracy.
• Intermediate computer proficiency, including Microsoft Office and EHR systems.
• Ability to type 40 words per minute required.
• Ability to maintain confidentiality.
• Ability to work independently and collaboratively.

Physical Requirements

• Prolonged periods of sitting and standing.
• Frequent use of computers, telephones, and office equipment.
• Ability to occasionally lift up to 20 pounds.
• Frequent interaction with patients, visitors, providers, and staff.

Working Conditions

• Fast-paced outpatient cardiology clinic.
• Frequent interruptions and multiple competing priorities.
• Daily interaction with patients, providers, insurance companies, and referring physician offices.
• Exposure to confidential patient information requiring strict adherence to HIPAA standards.

Reports To: Central Testing Coordinator, Testing Dept. Manager, Clinical Director.

Pay: $19.00 - $21.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Application Question(s):

• Do you type a minimum of 40 words per minute?
• Do you have intermediate level of Office Suite software experience?

Work Location: In person

Salary : $19 - $21