Front Office Representative - Neurology

IMS Care Center•Phoenix, AZ

10d

About The Position

IMS Care Center is seeking a professional, compassionate, and knowledgeable Front Office Representative for its Neurology clinic. The role supports patients and clinic operations by answering phones, scheduling appointments, managing check-in and check-out, and potentially assisting with insurance authorization and verification. The position emphasizes phone support and customer service and requires travel to Payson and Prescott. Hours may vary and may fall outside normal office hours depending on business needs. The Front Office Representative coordinates physician clinic schedules and helps ensure smooth patient flow. Responsibilities include welcoming patients, explaining available services and payment and billing procedures, verifying patient information, preparing and maintaining medical files, collecting patient payments, and helping patients complete forms. The role also handles incoming calls, appointment reminders and follow-ups, faxes, document scanning, cash and end-of-day balancing tasks, and front-office cleanliness. The position works with clinical staff and follows established policies and procedures for walk-ins, emergencies, authorizations, and patient payments.

Requirements

High school diploma or equivalent.
At least 1 year of customer service skills and experience.
Ability to plan, coordinate, and organize front-office tasks and workflow.
Excellent customer service and communication skills.
Ability to take initiative and work well with an established team.
Excellent organizational skills and attention to detail.
Computer skills using Microsoft software, scheduling software, and email applications.
Ability to work in a constant state of alertness and in a safe manner.
Ability to travel to Payson and Prescott.

Nice To Haves

Previous experience with the Athena system.

Responsibilities

Coordinate and manage physician clinic schedules.
Welcome patients in person and by telephone and explain available services, payment categories, and billing procedures.
Manage patient check-in and check-out.
Verify new-patient demographics and scan insurance cards into the medical file.
Provide patient forms and verify they are completed accurately, including signature and date; add completed forms to the medical file.
Prepare for the next day's schedule by verifying insurance, outstanding liabilities, and medical records, and informing patients of copays and deductibles.
Schedule appointments, tests, and procedures.
Direct walk-in patients and emergencies according to established policies and procedures.
Collect deposits, copays, and deductibles before patients see the provider, according to established policies and procedures.
Review accounts for balances due, inform patients of outstanding balances, collect payments, and issue cash receipts.
Answer incoming calls and route them to appropriate staff; answer phones within three rings and keep ring volume at level 5.
Review the daily clinic schedule for appropriate authorizations and copays.
Work with clinical staff to support smooth patient flow and reduce waiting time.
Make reminder calls for next-day appointments and follow up daily with patients who do not attend appointments.
Provide excellent customer service and assistance to patients.
Pull faxes and distribute them to the appropriate individuals.
Oversee petty cash, close batches, post copays to batches, and balance cash drawers at the end of the day; notify the manager immediately of reconciliation shortages.
Arrange transportation or interpretation for patients when needed.
Scan documents into Athena.
Maintain the overall cleanliness of the front office.
Perform other duties as assigned.