Serves as the first point of contact for patients and visitors in an ophthalmology practice. Responsibilities include patient check-in and checkout, appointment scheduling, insurance verification, payment collection, billing explanations, records requests, data entry, phone and email support, HIPAA-compliant information handling, and reception-area maintenance. The associate also addresses patient concerns, supports administrative workflows, attends team meetings, and helps onboard and train new front desk staff.
Company Overview
At Community Eye Care Specialists our mission is to provide our patients with the highest level of quality care and we treat them like members of our family -- because they are. We serve the Northern PA and the Southern NY area with office locations in Warren, Dunkirk, Olean, Seneca, and Jamestown. Our mission is simple as we are helping people see!
Position SummaryThe Front Desk Associate serves as the first point of contact for patients and visitors, creating a welcoming environment, handling patient check in/outs, managing calls/emails, scheduling, providing information, resolving issues, and performing administrative tasks like data entry ensuring smooth operations and excellent customer service in medical facilities.
Pay Range - $18.30- $18.50/hr. Commensurate with experience
Responsibilities- Greets patients warmly and verify appointment details.
- Collects necessary documentation including ID, Insurance Cards, referral forms, etc.
- Books, confirms, and reschedules appointments
- Verifies insurance eligibility and benefit coverage for all in-office visits, procedures, and tests
- Collects co-payments and outstanding balances; calculates patient’s financial responsibility and communicates to patient; documents in practice management system.
- Explains billing procedures
- Responsible for entering data in an accurate manner in practice management system as well as verify that existing information is accurate.
- Completes chart prep prior to clinic as needed (print routers, face sheets, etc.)
- Completes medical records requests that come directly from the patient
- Completes assigned tasks as related to the appointment rescheduling queue timely
- Monitors and completes tasks related to appointment recall and reminder process as set by practice SOP
- Answers phones and responds to inquiries
- Relays messages between patients and clinical staff
- Maintains protected health information in accordance with HIPPA/PHI guidelines
- Handles paperwork such as consent forms and HIPAA compliance
- Interacts with all internal and external customers in a caring and respectful manner.
- Accepts deliveries of packages, mail, and other supplies from outside vendors.
- Maintains a clean, organized, and welcoming reception area for all patients and visitors
- Provides clear information about services, wait time, and policies
- Addresses patient concerns professionally and respectfully.
- Photocopies and faxes records and forms according to established policies and procedures.
- Maintains patient confidentiality.
- Participates in orientation/instruction of new administrative personnel as requested by management.
- Contributes to the team effort by completing additional tasks/projects as directed.
- Attends daily huddle and regularly scheduled team meetings
- Participates in on-boarding and training of new front desk associates and other administrative team members as assigned.
- High School Diploma or the equivalent years related experience required
- Nextech/ICP experience strongly preferred
- Minimum of 1-year medical office experience strongly preferred
- Strong reliability with good attendance and punctuality.
- Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level.
Key Skills
- Strong interpersonal and communication skills
- Attention to detail for accurate data entry and insurance verification; strong organizational skills
- Basic understanding of healthcare insurance payors and programs
- Ability to multitask in a fast-paced environment
- Familiarity with healthcare regulations (HIPAA, privacy laws)
- Basic math and cash handling
- Excellent customer service skills
Preferred Skills:
• Understanding of medical terminology
Company BenefitsWe offer a competitive benefits package to our employees:
- Medical
- Dental
- Vision
- 401k w/ Match
- HSA/FSA
- Telemedicine
- Generous PTO Package
We also offer the following benefits for FREE:
- Employee Discounts and Perks
- Employee Assistance Program
- Group Life/AD&D
- Short Term Disability Insurance
- Long Term Disability Insurance
EyeSouth Partners is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
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