Front Desk Associate - Full-Time (Forest Hills, NY)

PM Pediatrics•New York City, NY

About The Position

The Front Desk Associate engages with families to provide a welcoming, first-class experience and carries 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 flow and registration, maintains accurate patient accounts, and handles documents and correspondence while protecting patient privacy and complying with HIPAA. The role also involves responding to questions and urgent concerns, collaborating with site leadership, and completing opening and closing duties.

Requirements

High school diploma or GED.
Intermediate skills with Microsoft Office Suite.
Ability to work flexible schedules based on office needs; occasional reasonable travel to another site may be required.
Excellent customer service and telephone skills.
Strong verbal and written communication skills.
Professional and friendly demeanor.
Quality-focused and detail-oriented.
Ability to calculate simple figures, such as adding receipts, counting cash drawers, or calculating change.
Outstanding time-management, organizational, and critical-thinking skills.
Strong situational awareness and ability to respond successfully to urgent situations.
Social perceptiveness and ability to relate to children and understand how they interact with their families.
Comfort 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 within their ability and seek 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.
Use PM Pediatric Care’s core values to help patients, families, and team members navigate its systems before, during, and after visits.
Monitor and manage patient flow through waiting and registration, including helping families initiate 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 in compliance with HIPAA.
Manage incoming patient documents, mail, and correspondence using proper documentation and storage procedures.
Maintain confidentiality and privacy of patient accounts and adhere to HIPAA guidelines.
Perform opening and closing duties, including organizing, stocking, sanitizing, and reconciling.
Perform other duties as assigned.