Bookkeeper – Medical Office Position Available In Palm Beach, Florida

Bookkeeper•Medical Office
Admin•Clerical
Boca Raton, Florida
Direct Hire
May 2, 2025

Job Title:

Clinic Operations & Front Desk Coordinator

Location:

Onsite

Schedule:

7:00 AM•5:00 PM (Weekday & Saturday rotation required)

Reports To:

Clinic Director / Dr.

Salary:

$50,000•60,000, based on experience
Bi-weekly payroll; eligible for overtime in accordance with state and federal law

Position Overview:

We are seeking two reliable, detail-oriented, and proactive team members to manage the daily opening and operational workflow of our clinic. One role will focus on Operations, ensuring smooth execution of key systems and clinic maintenance, while the other will manage Front Desk responsibilities including patient intake, communication, and medical records flow. Both roles require early arrival (7:00 AM) to open the clinic and initiate essential start-of-day tasks.

Key Responsibilities:

Clinic Operations Role
Open clinic promptly at 7:00 AM with key; complete opening procedures including room readiness and charts in place.
Manage routing slips, patient room assignments, and updates in Acuity and on the whiteboard.
Ensure effective patient flow throughout the day including room changes.
Maintain daily cleanliness standards: laundry (washed and put away), gym equipment, modalities, and outdoor areas (patio, turf).
Distribute walkie talkies and biostim units to staff by 9:00 AM.
Conduct daily opening visual documentation by 8:30 AM.
Perform AM/PM checklists, routing check-out packets, and 30-minute rounds.
Coordinate staff meetings: daily 5-minute huddles and weekly agenda reviews.
Monitor drive log and ensure car checks are completed.
Confirm prior-day routing slips and handle chart pulling and room prep.
Participate in confirming patients and assigning rooms.
Must wear a walkie talkie during all working hours.
Front Desk Role
Open clinic at 7:00 AM and manage front desk area and daily checklist.
Lead intake process for new patients and maintain communication protocols.
Confirm and rebook patients in person; update scheduling system accordingly.
Inventory and maintain supplies: snack cabinet, aesthetics products, conference room, and clinic ambiance (coffee, candles, water).
Review and execute front desk emails; communicate with admin team.
Participate in Saturday operations and ensure inventory/orders are complete (POs, vendor management).
Attend admin meetings and handle front desk + medical records communication.
Medical Records & Patient Coordination
Oversee medical record requests and updates; ensure records are saved and reviewed.
Review and manage fax logs: save to S drive, notify Dr. C, coordinate follow-up.
Maintain patient-facing timelines on whiteboards and in systems.
Ensure timely documentation, scheduling, and patient discussions related to blood draws.
Coordinate medical records meetings with Dr. C; ensure proper routing and sign-off.
New Patient Onboarding & Admin Coordination
Send intake forms, patient onboarding emails, and follow-up communication.
Set up digital and physical records (Billing, EMR), New Patient Bag, and clinic welcome flow.
Ensure new patient evaluations and birthdays are entered into Outlook and CRM tools (Constant Contact, Premier Phone).
Guarantee same-day billing for new patient visits.

Requirements:

Must be punctual and available to open clinic by 7:00 AM.
Strong organizational and time management skills.
Comfortable using clinic management tools and technology (EMR, CareCloud, Outlook).
Team player with excellent communication and problem-solving skills.
Ability to multitask in a dynamic clinical setting.
Professional demeanor and ability to maintain patient confidentiality.

Preferred Experience:

Prior experience in clinic operations, medical front desk, or healthcare administration.
Familiarity with routing slips, intake processes, and HIPAA regulations.
Bilingual (optional but preferred).