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Job Description: Front Desk Coordinator

Location: Care Center Classification: Full-time, Non-Exempt

Department: Medical Other Reports to: Operations Lead

Position Category: Non-Managerial Last Revised: November 2023

At ClareMedica, exceptional is the standard.

Driven by our purpose to enhance the lives of the seniors in the communities where we have the privilege to work, live, and play, the ClareMedica team is comprised of the brightest and best in their fields of expertise. From clinical excellence to unparalleled administrative support and beyond, we're working together to help seniors live happier, healthier, fuller lives.

That kind of teamwork and passion for excelling can only exist in a workplace that fosters employees' growth and wellness and where their full potential and value are realized. At ClareMedica, we're excited about great people like you. We're even more excited to support you with the resources, training, benefits, competitive compensation, and more to help you thrive and succeed in our communities.

Opportunity awaits – welcome to ClareMedica.

ESSENTIAL FUNCTIONS

The Front Desk Coordinator is the first point of contact for patients within our ClareMedica family and, as such, serves as a patient advocate by providing exceptional customer service. In this role, the Front Desk Coordinator will check patients in and out of the medical clinic and provide administrative support. Building a strong relationship with members, while making them feel that their health is our top priority, is the main scope of this position.

DUTIES AND RESPONSIBILITIES

• Interact with patients and visitors in a polite and friendly manner.
• Responsible for preparing new patient registration, patient check-in, and patient check-out.
• Answer all phone calls in a professional and courteous manner while taking detailed and accurate messages.
• Maintain and organize the Provider's schedule by scheduling, rescheduling, and confirming appointments for patients.
• Responsible for verifying patient demographic related data and materials from patients and/or their representatives.
• Obtains insurance information (ID card, member/group #s, etc.). Verify patient insurance via phone or website and collect any necessary copays for services and collect any outstanding balances before visits.
• On subsequent visits, ask them to verify demographic info and make any necessary edits.
• Scan all necessary documents (insurance cards, lab requisitions, etc.) into our EMR system.
• Monitors fax in-box by attaching documents to the patients' chart and assigning the correct personnel to the document for it to be processed.
• Restock office supplies as needed and maintain inventory log.
• Maintain cleanliness of space by keeping front office area neat and tidy.
• Maintains the confidentiality of patients' personal information and medical records.
• Participates in daily/weekly huddles regarding what is transpiring in the office that needs to be clarified and go over any changes the company needs to implement.
• Presents patients with customer service survey during check out and escalates if needed for immediate service recovery. Perform other duties as assigned and modified at the manager's discretion.
• Handling, dividing, attaching, and finalizing all fax-related tasks.
• Performs other duties as assigned and modified at manager's discretion.

SUPERVISORY RESPONSIBILITIES

• This position does not have supervisory responsibilities.

QUALIFICATIONS/REQUIREMENTS

• High School Diploma, GED, or equivalent combination of education and/ or experience.
• A minimum of 1 year of work experience in a medical clinic desired or prior customer service experience.
• BLS preferred.
• Exceptional oral and written communication skills, time management skills and organizational skills.
• Ability to communicate with employees, patients, and other individuals in a professional and courteous manner.
• Mindset focused on resolving problems for patients and achieving team goals.
• Knowledge of medical products, terminology, services, standards, policies, and procedures.
• Ability to act calmly in busy or stressful situations.
• Demonstrated strong listening skills.
• Ability and willingness to travel locally and/or regionally up to 10% of the time to assist in covering other centers, as needed.
• Proficient skills in Microsoft Office Suite products including Word, PowerPoint, Outlook, and Excel plus a variety of other word-processing, spreadsheet, database, e-mail, and presentation software. Must be able to type at least 40 WPM.
• Skilled in basic phone and computer operation.
• Ability to work effectively within role independently and with other team members.
• Ability to organize and complete work in a timely manner.
• Detail-oriented to ensure accuracy of reports and data.
• Proficiency with the ability to problem solve, multitask, and carry out instructions.
• Ability to read, write and effectively communicate in English. Bilingual is a plus.
• HIPAA and AHCA experience preferred.
• Healthcare experience preferred.
• EMR system experience preferred.

WORKING CONDITIONS

General office working conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function.

While performing the duties of this job, the employee will be required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs, balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust your focus. Manual dexterity is required to use desktop computers and peripherals.

WORK ENVIRONMENT

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of his job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

TRAVEL

Local travel between care centers may be required for coverage.

SAFETY HAZARD OF THE JOB

Minimal Hazards

This job description does not list all the duties and responsibilities of the job. You may be asked by supervisors or managers to perform other instruction, duties, and responsibilities, as appropriate. You will be evaluated in part based upon your performance of the duties and responsibilities identified in this job description.

Management has the right to revise this job description at any time. The job description is not a contract for employment, and either you or the employer may terminate employment any time, with or without cause.

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