Medical Front Desk Specialist/Medical Office Scheduler

Position Summary

The Front Desk Specialist serves as the first point of contact for patients and visitors and represents the Noninvasive Vascular Laboratory (NVL) across multiple locations, including San Leandro, Hayward, and San Ramon. This role is responsible for delivering excellent customer service, coordinating patient scheduling, and ensuring accurate and compliant handling of patient information within the electronic medical record (EMR) system.

Essential Duties and Responsibilities

• Answer incoming telephone calls, schedule appointments, and appropriately greet and direct patients and visitors

• Serve as a professional and welcoming representative of NVL across all assigned locations

• Compile, maintain, and document patient medical records, reports, and correspondence within the EMR system

• Collect and verify patient insurance and billing information

• Confirm insurance eligibility with payers and obtain necessary authorizations prior to scheduled services

• Complete patient registration processes accurately and efficiently

• Perform data entry and maintain accurate electronic records

• Upload and organize reports within the EMR, including scanning and faxing documentation as needed

• Maintain recall systems and ensure timely front desk follow-up for patients

• Coordinate and schedule diagnostic and clinic appointments

• Ensure full compliance with HIPAA policies and procedures regarding patient privacy and information security

• Other duties as assigned

Minimum Qualifications and Requirements

• Bilingual in Spanish and English required

• Minimum of six (6) months of experience obtaining insurance authorizations required

• Proven ability to provide excellent patient-facing customer service

• Strong organizational skills with the ability to multitask in a fast-paced environment

• Must be available to work Monday through Friday, 8:00 AM to 4:30 PM (no holidays)

Commitment to Quality

• Demonstrate a strong commitment to excellent patient care

• Communicate proactively with providers and team members to ensure coordinated patient care

• Support a welcoming, respectful, and positive clinical environment

• Adhere to all ethical, professional, and organizational policies and procedures

Certificates, Licenses, and Registrations

• Valid California driver’s license with a clean driving record required

• Proof of valid automobile insurance required

• Reliable personal vehicle required for travel between clinic locations

Physical Requirements

• Ability to sit, stand, walk, bend, stoop, and stretch for extended periods

• Sufficient manual dexterity and eye-hand coordination to operate office and medical equipment

• Ability to hear and speak clearly with patients and staff

• Capability to lift up to 20 pounds and assist with transporting patients via wheelchair or gurney

• Ability to drive between clinic locations as needed

Work Environment

• Fast-paced outpatient medical office with frequent changes in scheduling and daily activity

• Occasional overtime may be required on high-volume clinic days

Benefits

• Comprehensive benefits package including medical, dental, vision, 401(k), paid time off, and additional offerings