Front Office Coordinator/Operations

Access To Healthcare Network•Reno, NV

2d•Onsite

About The Position

The Front Office Coordinator serves as the welcoming face of Access to Healthcare Network (AHN) headquarters in Reno, providing customer service and administrative support to staff, members, and visitors. The role maintains an organized and efficient front office; manages calls and general inquiries; processes member payments; researches account and billing discrepancies; and performs a range of administrative and operational duties. The position supports Access Medical Program and Dental Plus members, including handling inquiries, assisting with the member re-opening process, researching payment information and billing history, resolving billing matters, and printing identification cards. It also supports front office operations through payment logging, activity tracking, office supply and key management, mail distribution, upkeep of common areas, and end-of-day security checks. The role requires bilingual English and Spanish proficiency, professional and compassionate service to a diverse population, and the ability to maintain member and organizational confidentiality in accordance with applicable HIPAA requirements. The position follows a regular Monday-through-Friday schedule, although scheduled hours may change with office hours or operational needs.

Requirements

Bilingual proficiency in English and Spanish is required.
High school diploma or equivalent is required.
Basic proficiency in Microsoft Word, Excel, and PowerPoint is required.
Basic working knowledge of Salesforce or a similar database/customer relationship management system.
Excellent interpersonal and customer service skills.
Strong verbal and written communication skills.
Strong organizational skills and excellent attention to detail.
Ability to manage multiple priorities effectively in a fast-paced environment.
Valid driver's license and ability to operate an AHN company vehicle when required.
Ability to successfully complete a State of Nevada Screening check.
Ability to develop and maintain working knowledge of AHN programs and services, the RING phone system, Salesforce functions relevant to the position, and AHN accounting and billing software.
Ability to demonstrate compassion, professionalism, and respect when interacting with members, visitors, and staff, including AHN's diverse member population.
Ability to adapt to changing work environments, priorities, and job responsibilities.
Ability to sit and work at a computer for approximately 6–8 hours during the workday.
Ability to stand for approximately 4–6 hours per day.
Ability to perform repetitive hand and wrist movements associated with computer and office equipment use.
Ability to lift and/or carry up to 50 pounds occasionally.

Nice To Haves

Associate degree (AA) or higher preferred.
At least one year of customer service and/or administrative support experience preferred.
At least one year of experience handling cash, payments, or other monetary transactions preferred.
Advanced proficiency in Microsoft Word, Excel, and PowerPoint preferred.

Responsibilities

Greet office visitors professionally, assist them, and direct them to the appropriate staff member or department.
Answer and manage the main office telephone system, respond to general information requests, and route calls and messages.
Maintain knowledge of AHN programs and services to provide accurate general information.
Respond to Access Medical Program and Dental Plus member inquiries and provide timely assistance.
Facilitate the Access Medical Program member re-opening process from initiation through completion.
Respond to Access Medical Program billing inquiries and facilitate resolution when appropriate.
Research and resolve billing discrepancies using AHN billing software and other applicable systems.
Print Access Medical Program and Dental Plus member identification cards as needed.
Research requests about member payment information and billing history and respond to them.
Use AHN software systems to identify and direct members to the appropriate Care Coordinator.
Process in-person and telephone member payments as the primary cashier, ensuring accuracy.
Prepare and maintain daily logs of walk-in and mailed payments.
Assist the Front Office Manager with tracking walk-in activity by program, timeframe, and visit purpose, including lobby wait times.
Assist the Front Office Manager with Northern Office operational responsibilities and SysAid tracking as needed.
Assist with office key inventory, key logs, key release forms, and secure key storage.
Assist with ordering supplies and keeping supply and storage areas clean, stocked, and organized.
Help maintain a clean, orderly, professional, and welcoming office, including consultation rooms and common areas.
Conduct end-of-day walkthroughs to ensure consultation room computers are off and designated AHN doors are secured.
Maintain supplies of current AHN brochures, including English and Spanish materials, and magazines in designated areas.
Perform general administrative tasks, including typing, filing, copying, scanning, and faxing.
Provide administrative support to staff, including copying, faxing, and large-scale mailings.
Receive, sort, and distribute incoming mail and coordinate outgoing mail, courier services, and interoffice mail.
Maintain the confidentiality and privacy of members and organizational information and comply with applicable HIPAA requirements.
Attend required staff meetings and participate in regular meetings with the Front Office Manager.
Perform other duties as assigned.