Front Desk Associate

Coastal Eye Associates•Webster, TX

16h

About The Position

The Front Desk Associate is the first point of contact for patients and visitors and helps create a welcoming environment. The role supports smooth medical-facility operations and excellent customer service by managing patient check-in and check-out, calls and emails, appointment scheduling, information requests, patient concerns, and administrative tasks including data entry.

Requirements

High school diploma or equivalent years of related experience.
Strong reliability, attendance, and punctuality.
Sound judgment in responding to inquiries and the ability to recognize when to route inquiries to the next level.
Strong interpersonal and communication skills.
Attention to detail and strong organizational skills for accurate data entry and insurance verification.
Basic understanding of healthcare insurance payors and programs.
Ability to multitask in a fast-paced environment.
Familiarity with healthcare regulations, including HIPAA and privacy laws.
Basic math and cash-handling skills.
Excellent customer service skills.

Nice To Haves

Nextech/ICP experience is strongly preferred.
A minimum of one year of medical office experience is strongly preferred.
Understanding of medical terminology.

Responsibilities

Greet patients warmly and verify appointment details.
Collect necessary documentation, including identification, insurance cards, and referral forms.
Book, confirm, and reschedule appointments.
Verify insurance eligibility and benefit coverage for in-office visits, procedures, and tests.
Collect co-payments and outstanding balances, calculate and communicate patients’ financial responsibility, and document it in the practice management system.
Explain billing procedures.
Enter data accurately in the practice management system and verify existing information.
Complete chart preparation before clinic as needed, including printing routers and face sheets.
Complete medical-record requests submitted directly by patients.
Complete assigned appointment-rescheduling queue tasks in a timely manner.
Monitor and complete appointment recall and reminder tasks according to practice SOP.
Answer phones and respond to inquiries.
Relay messages between patients and clinical staff.
Maintain protected health information in accordance with HIPAA/PHI guidelines.
Handle paperwork such as consent forms and HIPAA compliance documents.
Interact with internal and external customers in a caring and respectful manner.
Accept deliveries of packages, mail, and other supplies from outside vendors.
Maintain a clean, organized, and welcoming reception area.
Provide clear information about services, wait times, and policies.
Address patient concerns professionally and respectfully.
Photocopy and fax records and forms according to established policies and procedures.
Maintain patient confidentiality.
Participate in orientation or instruction of new administrative personnel as requested by management.
Complete additional tasks and projects as directed.
Attend daily huddles and regularly scheduled team meetings.
Participate in onboarding and training new front desk associates and other administrative team members as assigned.