Receptionist / Front Desk Coordinator

Position Summary The Receptionist is the first point of contact for patients, visitors, vendors, and callers. This role is responsible for creating a professional, welcoming, and organized front-desk experience while supporting efficient clinic flow, accurate scheduling, patient communication, insurance intake, payment collection, and coordination between the front office, medical assistants, providers, and spa/aesthetic team. The ideal candidate is polished, dependable, detail-oriented, calm under pressure, and comfortable working in a fast-paced dermatology environment. Key Responsibilities Patient Greeting and Check-In Welcome patients warmly and professionally. Verify patient identity, demographics, insurance, referral information, and contact details. Confirm required forms, consents, HIPAA acknowledgments, and medical history updates are completed. Notify clinical staff when patients are checked in and ready. Monitor lobby flow and communicate delays professionally. Scheduling and Appointment Management Schedule new and established patient appointments accurately. Understand basic dermatology appointment types, including medical dermatology, skin checks, procedures, Mohs surgery, follow-ups, cosmetic consultations, and aesthetic services. Confirm appointments by phone, text, or patient communication system. Manage cancellations, no-shows, rescheduling requests, and waitlist opportunities. Ensure appointment length and provider templates are followed correctly. Phone and Patient Communication Answer incoming calls professionally and route calls appropriately. Triage non-clinical calls such as scheduling, billing questions, directions, records requests, and general clinic questions. Route clinical questions to the appropriate medical assistant or provider. Monitor voicemails, messages, faxes, and electronic communication queues. Use approved scripts and maintain patient confidentiality. Insurance and Registration Collect and verify insurance information before or at the time of visit. Scan insurance cards, photo IDs, referrals, and authorization documents. Identify missing referrals, authorizations, or eligibility concerns and escalate appropriately. Inform patients of copays, balances, cosmetic fees, deposits, and payment expectations. Payment Collection Collect copays, deductibles, balances, cosmetic payments, product payments, and deposits as directed. Post payments accurately in the appropriate system. Provide receipts and reconcile payments according to office policy. Communicate clearly with patients about balances without giving clinical or billing advice beyond role scope. Medical Records and Documentation Support Process records requests according to HIPAA and clinic policy. Scan and upload documents into the EMR. Ensure patient charts contain accurate demographic and administrative information. Assist with faxing, referral documentation, and outside record coordination. Dermatology Clinic Flow Support Communicate with medical assistants, providers, and spa staff regarding patient arrival, late arrivals, schedule changes, and urgent administrative issues. Help maintain smooth transitions between front desk, medical dermatology, Mohs surgery, and aesthetic services. Support daily huddles, readiness checks, and end-of-day closing tasks. Front Desk Organization Maintain a clean, organized, and professional reception area. Keep forms, brochures, product displays, and office supplies stocked. Follow opening and closing procedures. Protect patient privacy at all times. Required Qualifications High school diploma or equivalent required. Prior front desk, customer service, or administrative experience required. Medical office experience strongly preferred. Dermatology, plastic surgery, med spa, or specialty clinic experience preferred. Strong computer and phone skills. Ability to learn EMR, scheduling, phone, messaging, and payment systems. Excellent communication and customer service skills. Ability to multitask in a busy clinical environment. Professional appearance and demeanor. Preferred Skills Experience with dermatology EMR systems such as ModMed EMA. Experience with Weave or similar phone/text communication systems. Experience with Boulevard or spa scheduling systems. Knowledge of insurance verification, referrals, authorizations, copays, and patient balances. Comfort discussing cosmetic consultations, deposits, and scheduling requirements. Bilingual skills are a plus. Key Competencies Professionalism and discretion Patient-centered communication Accuracy and attention to detail Reliability and punctuality Teamwork Ability to stay calm under pressure Strong follow-through Respect for HIPAA and confidentiality Willingness to learn dermatology-specific workflows Physical Requirements Ability to sit, stand, walk, and use a computer for extended periods. Ability to communicate clearly by phone and in person. Ability to occasionally lift office supplies or documents up to 20 pounds. Ability to work in a busy clinical setting with frequent interruptions.

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Vision insurance

Work Location:

In person