Front Desk Coordinator
Job Description
Job Description
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.
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