Front Desk Associate - Full-Time (Bayside, NY)

PM Pediatrics•New York City, NY

About The Position

The Front Desk Associate welcomes families and provides a first-class experience while carrying out front desk functions and administrative tasks for the medical team. The role requires organization, multitasking, and a responsible, dynamic approach aligned with PM Pediatric Care’s mission, vision, values, and culture. The associate greets families in person and by phone, supports patient care quality initiatives, helps resolve patient concerns, and guides families through PM systems before, during, and after visits. The role also manages patient flow, registration, patient records and correspondence, and opening and closing duties while maintaining confidentiality and HIPAA compliance.

Requirements

High school diploma or GED.
Able to work independently and as part of a team in a fast-paced environment.
Intermediate skills with Microsoft Office Suite.
Able to work flexible schedules based on office needs; may occasionally travel to another site within reason.
Excellent customer service and telephone skills.
Strong verbal and written communication skills.
Professional and friendly demeanor.
Quality-focused and detail-oriented.
Able to calculate simple figures, such as adding receipts, counting cash drawers, or calculating change.
Strong time management, organizational, and critical-thinking skills.
Strong situational awareness and ability to respond effectively to urgent situations.
Socially perceptive and able to relate to children and how they interact with their families.
Comfortable with routinely shifting demands and navigating multiple computer systems.

Nice To Haves

Prior experience in a healthcare environment and knowledge of medical insurance.
Prior front desk, concierge, customer service, or other hospitality experience.

Responsibilities

Greet families professionally in person and by phone.
Answer patient and family questions to the best of their ability, seeking clarification or instruction when needed.
Use empathy and active listening in difficult interpersonal situations.
Support patient care quality initiatives as directed.
Coordinate escalations and urgent issues to ensure timely and complete resolutions.
Collaborate and communicate with site leadership to manage complex patient issues.
Help patients, families, and team members navigate PM systems before, during, and after visits.
Monitor and manage patient flow throughout waiting and registration, including assisting families with self-registration.
Stay current on workflows, responsibilities, and technology through distributed education.
Register patients and maintain accurate, complete patient accounts by obtaining, recording, and updating demographic, insurance, and financial information while maintaining HIPAA compliance.
Manage incoming patient documents, mail, and correspondence using proper documentation and storage procedures.
Maintain the confidentiality and privacy of patient accounts and follow HIPAA guidelines.
Perform opening and closing duties, including organizing, stocking, sanitizing, and reconciling.
Perform other duties as assigned.