Front Office Assistant

Coastal ASC is seeking a dependable, friendly, and highly organized professional to support our front desk, administrative operations, and surgery scheduling functions. This position is often the first point of contact for patients, visitors, and callers and plays an important role in keeping daily operations and the surgical schedule running smoothly. The ideal candidate communicates professionally, manages competing priorities with accuracy, and handles confidential patient information with discretion. This is a growing role with responsibilities that will shift over time, so being flexible, taking initiative, and willingness to pitch in where needed are necessary to this position.

Key Responsibilities:

Front Desk & Patient Reception

· Greet patients and visitors warmly and provide a professional first impression.

· Answer and route calls using a multi-line phone system; take accurate messages and maintain professional phone etiquette.

· Register patients, confirm required forms are complete, and prepare information for handoff to clinical staff.

· Respond to routine questions and direct clinical, billing, or procedural questions to the appropriate team member.

· Manage incoming and outgoing correspondence, including email, mail, faxes, and document distribution.

Surgery Scheduling Support

· Schedule surgical procedures using established center processes and scheduling software.

· Collect and accurately enter patient demographics, surgeon orders, procedure details, diagnosis information, and requested dates and times.

· Coordinate with surgeon offices and internal staff to confirm case information, required documentation, and schedule changes.

· Provide patients with approved arrival, preparation, and scheduling information, referring clinical questions to licensed staff.

· Maintain accurate surgery schedules and promptly communicate cancellations, reschedules, and other changes to affected staff and offices.

Administrative Support

· Maintain organized electronic and paper filing systems, records, calendars, and office supplies.

· Prepare, proofread, scan, copy, and distribute documents using Microsoft Word, Excel, Outlook, and other office applications.

· Perform accurate data entry and routine clerical tasks in support of center operations.

· Assist with meeting coordination, calendar management, basic reports, and other administrative projects as assigned.

· Protect patient and business information and follow HIPAA, privacy, safety, and facility policies.

· Support coworkers during busy periods and perform other related duties based on operational needs.

Minimum Qualifications

· High school diploma or equivalent.

· Experience in a receptionist, clerical, customer service, or administrative support role in a medical office setting.

· Proficiency with Microsoft Office, email, calendar tools, and accurate data entry.

· Strong verbal and written communication skills with excellent customer-service and telephone etiquette.

· Ability to organize work, manage interruptions, prioritize tasks, and meet deadlines.

· Self-directing and able to take initiative to support teammates during downtime.

· Ability to maintain confidentiality and handle sensitive information responsibly.

· Reliable attendance, professional presentation, and a collaborative approach to teamwork.

Preferred Qualifications

· Experience in an ambulatory surgery center.

· Previous exposure to surgery scheduling, patient registration, insurance verification, or prior authorizations.

· Familiarity with electronic health records or practice-management software.

· Additional training in office administration or a related field.

· Bilingual communication skills.

What We Offer

PTO (sick/vacation time), 401K after 1 year, paid holidays, health insurance after 60 days, flexible scheduling.

Expected hours: 32.0 – 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Medical office: 2 years (Preferred)

Work Location: In person