Front Office Coordinator- Part-Time [Med Spa] - ChromePMS

Job Summary: We are seeking a part-time dedicated and organized Front Office Coordinator to join our medical office team. The ideal candidate will be responsible for front desk operations that include scheduling appointments, greeting patients, and facilitating check-in and check-out processes. This role requires excellent communication skills, strong attention to detail, and the ability to multitask effectively in a fast-paced and high-end med spa.

Responsibilities

Patient Interaction:

• Greet patients and visitors in a friendly and professional manner.

• Provide assistance and answer inquiries regarding appointments, services, and policies.

• Maintain a welcoming and organized reception area.

• Maintain excellent communication with all staff and management.

Appointment Scheduling:

• Schedule patient appointments via phone, email, or in person, ensuring accuracy and efficiency.

• Coordinate with healthcare providers to optimize scheduling and accommodate patient needs. 

• Condense the schedule as needed.

• Remind patients of upcoming appointments and provide necessary instructions or documentation.

Check-In and Check-Out:

• Verify patient information, if needed.

• Collect payments and any visit data.

• Reschedule patients for their next appointment.

• Ensure all necessary intake paperwork is completed and signed by patients.

• Process patient check-out transactions and support retail sales.

Medical Records Management:

• Assist patients with requests for records and ensure compliance with privacy regulations (e.g., HIPAA).

Communication and Coordination:

• Serve as a liaison between patients, providers, and administrative staff.

• Communicate effectively with medical staff and other team members to facilitate smooth patient flow.

• Relay messages and relay urgent matters to appropriate personnel promptly.

Administrative Support:

• Excellent execution in general office tasks, answering phones, responding to emails, and maintaining office supplies.

• Collaborate with billing and coding specialists to ensure accurate patient billing and insurance claims processing.

• Participate in staff meetings and training sessions to stay updated on office procedures and policies.

Qualifications:

• High school diploma or equivalent; additional education or certification in healthcare administration is a plus.

• Proven experience in a customer service or administrative role, preferably in a medical setting.

• Proficiency in using computer software for appointment scheduling, EMR systems, and office tasks.

• Strong interpersonal skills and the ability to communicate effectively with patients.

• Excellent organizational skills with the ability to prioritize tasks and manage time efficiently.

• Detail-oriented mindset with a focus on accuracy and thoroughness.

• Ability to maintain confidentiality and handle sensitive information with discretion.

• Flexibility to adapt to changing priorities and willingness to assist in various office duties as needed.

Note: This job description is intended to provide an overview of the responsibilities and qualifications but is not limited to other responsibilities for the Front Office Coordinator position. Duties may vary based on the specific needs of the office.