Front Desk Coordinator

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.