Front Desk Associate

Retina Institute of Illinois•Huntley, IL

12d

About The Position

The Front Desk Associate is the first point of contact for patients and visitors at Retina Institute of Illinois. The role creates a welcoming environment while supporting patient check-in and check-out, communications, appointment scheduling, and administrative operations. It provides clear information, responds to concerns, and helps ensure excellent customer service and smooth clinic operations.

Requirements

High school diploma or equivalent years of related experience.
Strong reliability, attendance, and punctuality.
Sound judgment in responding to inquiries and understanding 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.
At least one year of medical office experience is strongly preferred.
Understanding of medical terminology.

Responsibilities

Greet patients warmly and verify appointment details.
Collect required documentation, including identification, insurance cards, and referral forms.
Book, confirm, and reschedule appointments.
Verify insurance eligibility and benefits for in-office visits, procedures, and tests.
Collect co-payments and outstanding balances, calculate and communicate patient financial responsibility, and document transactions in the practice management system.
Explain billing procedures.
Enter data accurately in the practice management system and verify existing information.
Prepare charts for clinic as needed, including printing routers and face sheets.
Complete medical-record requests received directly from patients.
Complete 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 and maintain patient confidentiality.
Handle consent forms and HIPAA compliance paperwork.
Interact with internal and external customers in a caring and respectful manner.
Accept deliveries of packages, mail, and supplies from outside vendors.
Keep the reception area clean, organized, and welcoming.
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.
Participate in orientation and 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.