Front Desk Coordinator

Skills on the Hill LLC

About The Position

Job Summary: The Front Desk Coordinator will ensure the smooth operation of the office by handling various administrative tasks. The Front Desk Coordinator ensures efficient, welcoming, and consistent service to patients and visitors. This role involves rescheduling appointments, maintaining records and accounts, handling inquiries, and completing client-facing billing tasks. It also requires maintenance of the office space in which the Front Desk Coordinator works.

Requirements

Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills.
Ability to work independently and as part of a team.
Basic proficiency with office software (e.g., Microsoft Office, scheduling systems).
Willingness to perform cleaning and maintenance tasks as needed.
High school diploma or equivalent required; associate or bachelor’s degree in healthcare administration, business, or a related field preferred.?
Experience in a medical office or healthcare setting or other customer service position, experience in front desk or administrative roles preferred.?

Nice To Haves

Familiarity with medical billing and coding is a plus.?

Responsibilities

Exemplifies all SOTH mission, vision, and values in all aspects of work.
Serve as the primary point of contact at the front desk when the Front Desk Manager is not present.
Answer incoming phone calls, address inquiries, and direct calls as necessary.
Check in clients for their appointments, ensuring all necessary documentation is completed; call families if client is running late.
Comforts patients by anticipating patients’ anxieties, answering patients’ questions, and maintaining the reception area.
Protects patients’ rights by maintaining confidentiality of medical, personal, and financial information.
Optimizes patients’ satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone, focusing on reschedules and supporting as appropriate to assist Front Desk Coordinators. Office Coordinator specific tasks include:
Managing patients on flex schedule
Maximizing the number of reschedules from cancel from the week before
Process payments by running credit cards and posting payments to client accounts.
Maintain client records, ensuring accurate and up-to-date information when provided directly by clients.
Complete daily, weekly, and monthly tasks to maintain a well-organized and clean office environment, including opening and/ or closing routines
Restock treatment rooms with necessary supplies, ensuring that all items are readily available for therapists.
Clean and sanitize equipment, furniture, kitchen, and bathroom areas (specific to the DC office).
Perform vacuuming duties and manage laundry tasks as needed.
Support the Organization & Equipment Lead with various office organization projects.
Run errands such as grocery shopping to keep the office well-stocked.
Assist therapists with session preparation activities, ensuring all materials and equipment are ready.
Provide additional support during therapy sessions when an extra set of hands is required.
Perform monthly safety checks of equipment.
Surveys maintenance issues in physical offices, reports to necessary personnel, coordinates, and oversees repairs from start to finish; works with Office Coordinator and Administrative Manager as necessary.
Handles daily facility needs using discretion to decide which tasks should be escalated to Administrative Manager or the CEO.
Ensures all active and inactive patients are identified correctly and have correct contact information in place in Practice Pro for communication purposes.
Understands, and assists in managing the billing processes including but not limited to charging fees for therapy and administrative fees, sending receipts, posting administrative money, printing completed ledgers.
Performs other related duties as assigned.