Front Office Associate-Outpatient Radiation Oncology

Front Desk Associate

Southwest Florida Proton

Location: Fort Myers, Florida

Employment Type: Full-Time

Work Schedule: Day shifts; may include evenings, rotating schedules, and occasional weekends based on operational needs

Position Summary

Southwest Florida Proton is seeking a Front Desk Associate to serve as a key member of the front-end operations team within a specialized outpatient oncology and proton therapy practice. This role functions as a primary point of contact for patients and visitors while supporting patient intake, registration, scheduling, and coordination of care.

The Patient Services Representative is responsible for front-end patient intake, including registration, appointment coordination, and collection of required demographic, insurance, consent, and medical documentation. This position also includes collecting, reviewing, and processing external medical records—such as laboratory results, radiology reports, pathology reports, and prior treatment documentation—and ensuring timely and accurate entry into the electronic medical record (EMR).

This role is based in Fort Myers, Florida, serving patients throughout Southwest Florida, and requires strict adherence to HIPAA, organizational policies, and applicable regulatory requirements.

Essential Duties And Responsibilities

Patient Access, Intake & Registration

• Greet patients and visitors in a professional, compassionate, and respectful manner.
• Perform comprehensive patient intake, including verification and documentation of demographics, insurance information, consent forms, and required intake paperwork.
• Check patients in and out for appointments, ensuring accurate documentation and efficient patient flow.
• Respond to patient inquiries in person, by phone, or electronically in a timely and professional manner.
  
  

Scheduling & Care Coordination

• Schedule, reschedule, and confirm patient appointments according to provider availability and clinical protocols.
• Coordinate appointments across departments to support continuity of care.
• Communicate appointment instructions, preparation requirements, and follow-up information clearly to patients.
  
  

Medical Records Collection & EMR Management

• Collect, request, and receive external medical records, including laboratory results, radiology reports, pathology reports, and prior treatment documentation.
• Review received records for completeness and accuracy prior to processing.
• Scan, upload, index, and attach medical records appropriately within the electronic medical record (EMR) in accordance with organizational standards.
• Track the status of requested medical records and follow up with outside facilities, providers, or patients as needed to ensure timely receipt.
• Ensure all required medical records are available in the EMR prior to patient visits and treatment initiation.
• Maintain strict confidentiality and comply with HIPAA and organizational policies when handling protected health information (PHI).
  
  

Administrative & Documentation Responsibilities

• Enter and update patient information accurately in the EMR.
• Scan, upload, and manage patient documentation in accordance with record retention and privacy policies.
• Assist with referrals, authorizations, and insurance-related documentation as directed.
• Maintain organized work areas and ensure front office supplies are stocked.
  
  

Compliance, Privacy & Quality

• Maintain strict adherence to HIPAA privacy and confidentiality standards.
• Follow organizational policies, procedures, and regulatory requirements.
• Participate in required training, competency assessments, and quality improvement initiatives.
• Escalate patient concerns, documentation issues, or workflow challenges to leadership as appropriate.
  
  

Team & Professional Responsibilities

• Collaborate effectively with clinical staff, providers, and administrative team members.
• Demonstrate professionalism, reliability, and accountability in all interactions.
• Support a patient-centered culture aligned with the mission and values of Southwest Florida Proton.
  
  

Education & Certification Requirements

• High School Diploma or GED required.
• Post-secondary education or coursework in healthcare administration or a related field preferred.
• Training or experience in medical records handling or healthcare documentation preferred.
  
  

Experience Requirements

• Minimum of one (1) year of experience in a medical office, healthcare setting, or patient-facing administrative role preferred.
• Experience with patient intake, registration, scheduling, and medical records processing preferred.
• Experience using electronic medical record (EMR) systems required.
• Prior experience in oncology or specialty medical practice is a plus.
  
  

Knowledge, Skills, And Abilities

• Strong interpersonal and customer service skills.
• Excellent verbal and written communication abilities.
• High attention to detail and accuracy in documentation.
• Proficiency with computers, scanners, and office software.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Ability to communicate professionally with patients, providers, and external facilities.
  
  

Physical Requirements

• Ability to sit, stand, walk, and move throughout the workday.
• Ability to use standard office equipment, including computers, phones, scanners, and copiers.
• Ability to lift up to 25 pounds occasionally.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
  
  

Work Environment

• Outpatient oncology and proton therapy clinical setting.
• Frequent interaction with patients, families, and healthcare professionals.
• Adherence to safety, infection control, and privacy protocols is required.
  
  

Benefits

• Competitive compensation
• Health, dental, and vision insurance
• Retirement plan options
• Paid time off and holidays
• Training and professional development opportunities
  
  

Equal Opportunity Employer Statement

Southwest Florida Proton is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable law.