Front Desk Associate – Outpatient Oncology | Fort Myers, FL

Southwest Florida Proton•Fort Myers, FL

24d•Onsite

About The Position

Southwest Florida Proton is a specialized outpatient radiation oncology and proton therapy practice in Fort Myers, Florida. The Front Desk Associate is a key member of the front-end operations team and a primary point of contact for patients and visitors. This role supports patient intake, registration, scheduling, and coordination of care, including collecting and verifying demographic, insurance, consent, and medical documentation. It also involves processing external medical records and entering information accurately and promptly in the electronic medical record (EMR). Success requires initiative, follow-through, attention to detail, and strict adherence to HIPAA, organizational policies, and applicable regulatory requirements. The position is full-time, Monday through Friday on the day shift; evenings, rotating schedules, and occasional weekends may be required based on operational needs.

Requirements

High school diploma or GED.
At least one year of experience in a fast-paced, patient-facing medical office or hospital setting.
Experience using electronic medical record (EMR) systems.
Strong work ethic and personal accountability.
High attention to detail and accuracy in documentation.
Initiative, a proactive approach to daily work, and consistent follow-through.
Ability to work collaboratively with clinical and administrative staff.
Practical problem-solving skills in a busy front-office setting.
Strong interpersonal and customer service skills.
Clear verbal and written communication skills.
Proficiency with computers, scanners, and office software.
Ability to manage multiple priorities without sacrificing accuracy.
Ability to communicate professionally with patients, providers, and outside facilities.
Ability to sit, stand, walk, and move throughout the workday.
Ability to use standard office equipment, including computers, phones, scanners, and copiers.
Ability to lift up to 25 pounds occasionally.
Strict adherence to HIPAA privacy and confidentiality standards and required safety, infection-control, and privacy protocols.

Nice To Haves

Post-secondary education or coursework in healthcare administration or a related field.
Training or experience in medical records handling or healthcare documentation.
Experience with patient intake, registration, scheduling, and medical records processing.
Prior experience in oncology or a specialty medical practice.

Responsibilities

Greet patients and visitors professionally, compassionately, and respectfully.
Complete patient intake, verifying demographics, insurance information, consent forms, and required paperwork.
Check patients in and out, document visits, and help maintain efficient patient flow.
Respond to patient questions in person, by phone, or electronically in a timely and professional manner.
Identify and help resolve incomplete paperwork, insurance questions, or missing information before it affects a visit.
Handle routine front-desk issues independently, escalate matters when needed, and follow through until resolved.
Schedule, reschedule, and confirm appointments according to provider availability and clinical protocols.
Coordinate appointments across departments and communicate appointment instructions, preparation requirements, and follow-up information to patients.
Confirm patients have the information they need before visits and follow up on outstanding items.
Coordinate with clinical and administrative teammates to prepare patients for consults, imaging, and treatment.
Collect, request, and receive external medical records, including laboratory results, radiology reports, pathology reports, and prior treatment documentation.
Review received records for completeness and accuracy; scan, upload, index, and attach them in the EMR according to organizational standards.
Track outstanding record requests and follow up with outside facilities, providers, or patients until records are received.
Confirm required records are in the EMR before visits and treatment initiation.
Handle protected health information in accordance with HIPAA and organizational policy.
Enter and update patient information accurately in the EMR and manage documentation in accordance with record-retention and privacy policies.
Assist with referrals, authorizations, and insurance-related documentation as directed.
Keep the front office organized and stocked, addressing supply needs before they interrupt daily work.
Follow organizational policies, procedures, and regulatory requirements; participate in required training, competency assessments, and quality improvement initiatives.
Escalate patient concerns, documentation issues, or workflow challenges to leadership as appropriate and complete assigned follow-up.
Collaborate with clinical staff, providers, and administrative team members to support a smooth patient experience.
Take ownership of tasks, demonstrate reliability and accountability, adapt when priorities change, and support teammates during busy periods.
Support a patient-centered culture aligned with Southwest Florida Proton's mission and values.