Front Desk Administrative Associate

Job Description: Front Desk Administrative Associate

Position: Front Desk Administrative Associate
Department: Administrative / Billing
Reports To: Practice Administrator / Office Manager
Employment Status: Full Time-40 Hours Flex per week – M-F 8:30 – 5 :00 PM

Pay: $24.00/hr

Benefits: Employees are eligible for any legally required benefits and leave programs in accordance with applicable federal and Connecticut law and the practice's policies.

POSITION SUMMARY

The Front Desk Administrative Associate is responsible for providing professional administrative, front desk, billing, insurance, and patient financial services for the medical practice and surgical center. This position serves as a primary liaison between patients, providers, the practice, insurance companies, and outside facilities.

The position requires strong organizational skills, attention to detail, knowledge of insurance processes, excellent communication, and the ability to manage multiple responsibilities while maintaining patient confidentiality.

FRONT DESK & PATIENT ADMINISTRATION

• Greet and assist patients in a professional and courteous manner.
• Answer incoming calls, respond to messages, and direct inquiries appropriately.
• Schedule, confirm, and reschedule appointments and procedures.
• Check patients in and out and ensure all required information is completed.
• Verify and update patient demographics, insurance information, and contact information.
• Collect co-pays, deductibles, deposits, balances, and other patient-responsibility amounts.
• Provide patients with financial information and estimates as directed by office policy.
• Explain office financial policies, payment requirements, and patient responsibilities.
• Coordinate referrals, forms, consents, and other required documentation.
• Maintain accurate patient records within the electronic medical record/practice management system.

INSURANCE LIAISON RESPONSIBILITIES

The Insurance Liaison serves as the primary administrative contact between the practice, patients, and insurance carriers regarding coverage, authorization, benefits, and claims.

• Verify patient insurance eligibility and benefits prior to appointments and procedures.
• Obtain and document insurance benefit information accurately.
• Identify applicable deductibles, co-pays, co-insurance, exclusions, limitations, and out-of-pocket responsibilities.
• Track authorization requests and follow up to ensure timely completion.
• Maintain accurate documentation of insurance communications and authorization activity.
• Notify appropriate clinical and administrative staff of authorization requirements or insurance concerns that may affect scheduling or patient responsibility.
• Assist patients in understanding their insurance benefits and estimated financial responsibility without guaranteeing coverage or payment.
• Identify discrepancies between insurance information, benefits, authorization requirements, and scheduled procedures.
• Coordinate with surgical scheduling staff to ensure procedures are appropriately authorized prior to surgery when required.
• Follow up on pending authorizations and unresolved insurance issues.
• Assist with appeals and reconsiderations by gathering requested documentation and coordinating with providers as directed.
• Maintain current knowledge of major payer requirements and practice-specific insurance procedures.

BILLING & ACCOUNTS RECEIVABLE

• Post insurance and patient payments accurately.
• Review rejected and denied claims and determine appropriate follow-up.
• Submit corrected claims and supporting documentation as needed.
• Monitor outstanding claims and accounts receivable.
• Follow up on outstanding patient balances in accordance with office policy.
• Process refunds and account adjustments according to established procedures.
• Assist with identifying and resolving billing discrepancies.
• Maintain appropriate documentation of billing and collection activity.
• Assist with monthly billing and accounts-receivable reports.

SURGICAL / PROCEDURE COORDINATION

• Coordinate administrative requirements related to scheduled surgical procedures.
• Confirm insurance authorization and required documentation prior to surgery.
• Communicate facility, professional, anesthesia, laboratory, imaging, and other applicable financial responsibilities to patients as directed.
• Coordinate with physicians, clinical staff, surgical centers, anesthesia providers, and insurance companies as necessary.
• Ensure required insurance information and documentation is available prior to the scheduled procedure.
• Communicate changes in insurance status or authorization to the appropriate staff promptly.

PATIENT FINANCIAL COMMUNICATION

• Provide patients with clear and professional information regarding estimated financial responsibility.
• Explain that insurance benefit information and estimates are not guarantees of payment.
• Inform patients that final responsibility is determined by their insurance carrier after claims are processed.
• Collect required deposits and payments according to established practice policies.
• Address patient billing questions and escalate complex issues to management when appropriate.
• Maintain professionalism when discussing sensitive financial matters with patients.

ADMINISTRATIVE & COMPLIANCE RESPONSIBILITIES

• Maintain patient confidentiality and comply with HIPAA requirements.
• Maintain accurate electronic and paper documentation.
• Follow all practice and surgical center policies and procedures.
• Maintain professional communication with patients, physicians, staff, insurance companies, and outside organizations.
• Participate in staff meetings, training, and quality-improvement activities.
• Maintain appropriate documentation of patient, insurance, and financial communications.
• Report billing, insurance, compliance, or patient concerns to the appropriate supervisor.
• Perform other administrative duties as assigned.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent.
• Previous medical office, medical billing, insurance, or healthcare administrative experience preferred.
• Strong knowledge of insurance verification and authorization processes.
• Excellent written and verbal communication skills.
• Strong organizational and follow-through skills.
• Ability to work independently while functioning effectively as part of a team.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Proficiency with electronic medical records and practice management systems.
• Professional, compassionate, and patient-centered approach.

PREFERRED QUALIFICATIONS

• Medical billing experience.
• Experience with insurance authorization and verification.
• Experience with surgical or specialty practices.
• Knowledge of CPT, ICD-10, and basic medical terminology.
• Experience with electronic medical record/practice management systems such as eClinicalWorks.
• Experience with claims follow-up, denials, appeals, and accounts receivable.
• Experience working with both commercial insurance and self-pay patients.

KEY PERFORMANCE EXPECTATIONS

The employee is expected to demonstrate:

Accuracy | Accountability | Confidentiality | Professionalism | Communication | Organization | Teamwork | Patient Service | Follow-Through | Insurance Knowledge

The employee is expected to take ownership of assigned insurance, billing, front desk, and administrative responsibilities and communicate promptly with management regarding unresolved issues, delays, denials, authorization concerns, or patient financial concerns.

DISCLAIMER

This job description describes the general duties and responsibilities of the position and is not intended to be an exhaustive list. Additional responsibilities may be assigned based on the operational needs of the medical practice and surgical center.

Pay: $22.00 - $24.00 per hour

Expected hours: No more than 40.0 per week

Benefits:

• 401(k) matching
• Paid time off

Work Location: In person

Salary : $22 - $24