Front Desk Patient Coordinator / Office Assistant

Front Desk Patient Coordinator / Office Assistant Redmond Spine Center Redmond, WA Job Details Full-time $20 - $25 an hour 22 hours ago Benefits Disability insurance Health insurance Dental insurance Paid time off Vision insurance Employee discount Life insurance Qualifications Customer service Basic math Greeting customers Scanning Administrative experience Attention to detail Organizational skills Clean workspace maintenance Managing patient records Documentation review Office phone management Full Job Description A quick hello from me My name is Dr. Cody Sandzimier and I'm the owner and treating physician at Redmond Spine Center. I get to live the dream every day, hanging out with cool people and helping them feel better. I'm growing, and I need help. If you'd like to see who we are before reading on, I made a short video about the office. You can watch it whenever (now, later, or not at all). It'll show you the space, introduce some of the team, and give you a feel for the energy of the place.

Video:

https://youtu.be/GuzYbzyCYFo Also, you should know that Pax (my mini double doodle) is at the office every day. He's been coming with me since he was 10 weeks old (he's five and a half now). He is, for all practical purposes, our Chief Cuddle Officer. If you don't love dogs, this is probably not the right fit. What we do here Our mission is to deliver the highest level of care in a warm and welcoming setting, where patients know they're getting the best work possible and have the peace of mind that their case and their accounts are being properly managed. I take care of the clinical side. My team takes care of the human side and the operational side. When those two things work together, patients feel it the second they walk in the door. That's the whole game. The role We're hiring a Front Desk Patient Coordinator. This is the person who runs the front of the house. You are the first face every patient sees, the voice on the phone, the one keeping the schedule honest, the one making scanning things into accounts and collections of patient owed amounts are happening. You free me up to focus on patient care, which means patients get my best work, every visit. This is genuinely one of the most important roles in the clinic. If the front desk is buzzing and on top of things, the whole clinic feels different. If the front desk is flat or disorganized, patients feel that too. Who I'm looking for (the four big ones) I'd rather be honest about what I need than waste your time. Here are the four things that matter most. If you read these and think "yep, that's me," I want to hear from you. If a couple of them feel like a stretch, that's worth knowing too (be honest with yourself before you apply). 1) You have to be outgoing. Genuinely outgoing. This is the #1 thing. You are the first face a patient sees when they walk in. I want someone who pops up out of their seat, smiles, makes eye contact, and greets the person like they just walked into your house. Not someone who keeps their head buried in a screen and waits for the patient to say hi first. To be clear, I'm not asking you to be at a 10 out of 10 all day, every day (that's not realistic for anyone). What I am asking is that you're consistently warm, welcoming, and friendly. Someone who actually likes people and gets energy from talking to them. Having said that, there's a balance to strike. We see a lot of patients, and the front desk can't become a place where people post up and hang out for half an hour. You also need to know how to read the room and gently move conversations along so we don't bottleneck the flow of the day. Warm and welcoming, but also able to keep things moving. That balance is the whole game. If you're the kind of person who lights up when someone walks through the door (and also knows how to politely wrap a conversation), you're going to crush this part of the job. If small talk drains you, this is probably not the right seat. 2) You have to be organized. The front desk runs on systems. Schedules, patient files, paperwork, follow-ups, lists (new patients, referrals, special cases, et cetera). Things can pile up fast if you're not on top of them. I need someone who naturally keeps things tidy, knows where things are, and can find a patient's information in a few seconds when I ask (after you are settled into the position of course). If your default mode is "I'll find it" instead of "I have no idea where that is," we'll get along great. 3) You have to be comfortable with technology. We are fully digital. We use an electronic health record system (EHR), a texting platform, email, scheduling software, and a few other programs at the same time. I don't need you to already know our specific software (we'll train you), but I do need you to be the kind of person who picks up new tech quickly and doesn't get flustered when you have five tabs open. If you're comfortable bouncing between programs, learning new tools, and figuring things out without panicking, you're in good shape. If technology generally stresses you out, this role is going to be hard. 4) You have to be good with numbers. You'll be collecting payments from patients, reading ledgers, and (over time) getting familiar with CPT codes and diagnosis codes. I don't expect you to memorize codes (nobody does). I do need you to be able to look at a ledger, understand what you're seeing, and know what to collect from the patient. Basic math, attention to detail, and the ability to not be intimidated by numbers on a screen. That's what I mean by "good with numbers." What the day-to-day actually looks like This isn't a comprehensive list, but it's a real one: Greeting patients as they walk in (warmly, every time, and sometimes multiple at the same time) Answering phones, returning texts and emails in a timely manner Making sure patients are checked in and on the schedule correctly Managing the EHR - Electronic Health Records (appointment labels, notes, file uploads, accurate patient info) Keeping patients on their care plan and scheduled out for future visits Collecting completed forms (new patient forms, re-exams, pre-authorizations, et cetera) Maintaining lists (new patient tracking, referral sources, PI/WC cases, et cetera) Keeping patient accounts clean and up to date (insurance, demographics, photos, paperwork scanned and labeled properly) Collecting payments accurately and on time Keeping the front desk area looking great Prepping for the next shift before the current one ends Helping keep the office clean (small team, everyone chips in) Communicating clearly with me and the rest of the team A small clinic means everyone wears multiple hats. There's natural crossover between roles. That's why getting along with the team is non-negotiable. Why the role matters (the bigger picture) A clinic only stays open if three things are working at the same time. New patients are the lifeblood. We need to follow up on new patient leads quickly and have everything prepped before they walk in. Keeping patients is just as important (otherwise we hit what I call the "leaky bucket" problem). That means staying ahead on scheduling (are people coming in on their recommended frequency?), communicating clearly, setting up accounts correctly, and flagging any patient concerns to me right away. And finally, collections. We don't stay open without them. So part of this role is making sure patients are on track with their payment schedules and care plans. When the front desk is humming, all three of those things just work. That's why this seat matters so much. Schedule 30 hours/week minimum, up to 40 hours/week maximum. Monday-Thursday 9:00 am - 6:00 pm with no patients between 12-2.

Compensation Starting hourly rate:

$20-$25+/hr (depending on experience)

Overtime:

time and a half on anything over 40 hours in a single week

PTO:

1 hour accrued for every 40 hours worked, accruing at a faster rate each year (PTO is accrued in the first 90 days but can't be used yet; any time off in the first 90 is unpaid) Health insurance: 75/25 split (I cover 75%, you cover 25%) Vision and dental: available at your cost (the plans we offer are usually pretty affordable) Short-term and long-term disability: fully covered by me $100k Life insurance: fully covered by me Chiropractic care: unlimited for you, your spouse, and your kids Quick note on timing: all of the benefits above kick in after 60 days, except chiropractic care, which is available right away. Time off Time off requests should be submitted via the payroll portal at least two weeks in advance when possible, so we can plan coverage. How to apply (and what to expect from there) Here's exactly what the process looks like, so you know what you're walking into: 1) Apply through Indeed. I read every application personally. 2) A short email from me. If you look like a potential fit, you'll hear from me by email. Keep an eye on your inbox. 3) If things are looking good, we'll set up an interview. In-person, at the office. You'll get to meet me and see the space. 4) Shadow day(s). If the interview goes well, we have promising candidates come back in to shadow for an hour or two while I'm actually treating patients. You see the real job. We see how you interact with our team and our patients. I always pay for shadow time (your time is your time and if I am requiring it, it should be compensated). 5) Offer. If we both feel it's the right fit, we make an offer. I take this process seriously because I take the people on my team seriously. I'd rather move a little slower up front and end up with the right person than rush and end up with the wrong one. One last thing The Front Desk Patient Coordinator role is one of the most important seats in this clinic. You'll get to see people change their lives in front of you. It's incredibly rewarding, it's a lot of fun (genuinely), but it does require effort. We see a lot of patients and there's a lot to manage. When the team is rowing in the same direction, the office hums and everybody (you, me, the patients) has a much better day. I believe in positive leadership. I have high expectations for the quality of our work and how we treat each other, but I don't run a stressful office. I run a warm one. If this sounds like the kind of place you'd love to work, apply! I'm looking forward to meeting you. Dr.

Cody & Pax Job Type:

Full-time Pay:

$20.00 - $25.00 per hour

Benefits:

Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person