What are the responsibilities and job description for the Front Office Coordinator position at Kalon Aesthetics?
Front Office Coordinator — Athenix (Bellevue, WA)
Type: Part-time (ideally Monday, Wednesday, Friday; schedule negotiable)
Athenix delivers evidence-based aesthetic and body-contouring care focused on exceptional patient experience and measurable outcomes. Our Bellevue practice pairs high-quality clinical care with a collaborative, team-oriented environment.
Position Summary
The Front Office Coordinator is the patient’s first point of contact and a critical part of clinic operations. This part-time role manages front-desk tasks, patient communications, scheduling, insurance verifications, and administrative workflows, and supports marketing efforts (social media content and before/after photo coordination) to ensure a seamless, professional experience for patients and efficient clinic operations.
Key Responsibilities
- Greet patients and maintain a welcoming, professional front-desk presence
- Manage appointment scheduling, confirmations, rescheduling, and patient arrival flow to optimize clinic efficiency
- Perform patient check-in/check-out, collect signatures, verify demographics, and obtain necessary consents and pre-visit documentation
- Field phone calls, emails, and online inquiries; provide accurate information and route clinical questions to appropriate team members
- Verify insurance eligibility and benefits, collect co-pays and payments, and process transactions accurately
- Coordinate pre-operative and post-operative communications (instructions, arrival times, follow-up reminders) with patients and clinical staff
- Maintain organized patient records, ensure secure storage of photos and documents, and perform accurate EMR data entry
- Assist with prior authorizations, referral coordination, and scheduling of labs/tests as requested by clinical staff
- Support inventory tracking for front-office supplies and assist with basic administrative tasks as needed
- Coordinate, capture, and organize patient before/after photos per policy; ensure secure, HIPAA-compliant photo storage and labeling
- Assist in creation and scheduling of social media content (work with Practice Manager/marketing lead for approvals and compliance)
- Escalate patient concerns, complaints, or scheduling conflicts to Practice Manager or clinical leads promptly
- Participate in staff meetings, trainings, and contribute to a positive team environment
Qualifications & Skills
- Previous front-desk or administrative experience in a medical, aesthetic, surgical, dermatology, or high-volume clinic preferred
- Experience or comfort with basic social media content creation and before/after photography workflows preferred
- Strong customer service and communication skills; professional, friendly demeanor
- Organized, detail-oriented, and able to multitask in a fast-paced environment
- Proficient with EMR systems, Microsoft Office, and basic POS/credit card processing
- Understanding of patient confidentiality and HIPAA requirements; ability to handle protected health information securely
- Comfortable handling payments, insurance verification, and basic billing tasks
- Ability to work the requested part-time schedule (Monday, Wednesday, Friday preferred) with flexibility as needed
- High school diploma required; additional administrative or marketing training a plus