FRONT OFFICE COORDINATOR - DERMATOLOGY & AESTHETICS

Potozkin + Ellis Dermatology & Aesthetics - Danville, CA Full-Time | Monday-Friday

ABOUT THE POSITION

Potozkin + Ellis Dermatology & Aesthetics is seeking an exceptional Front Office Coordinator to join our team. Our Front Office Coordinators are the first and last point of contact for our patients and play an essential role in creating the professional, welcoming, and highly organized experience our practice is known for. This is more than a traditional medical receptionist position. Our Front Office team works closely with physicians, clinical staff, patients, and practice leadership and gains valuable experience in dermatology, healthcare operations, insurance, scheduling, patient relations, and practice administration. We are looking for someone who is polished, dependable, detail-oriented, and genuinely enjoys helping people. The ideal candidate communicates confidently and professionally, takes ownership of their responsibilities, and can remain calm and solution-focused in a busy medical practice. For candidates interested in building a long-term career in healthcare administration, patient services, or practice management, we are committed to providing opportunities to learn, grow, and take on additional responsibility.

POSITION OVERVIEW

The Front Office Coordinator is responsible for providing an exceptional patient experience while supporting the daily administrative operations of the practice. This position requires excellent communication and customer service skills, strong attention to detail, sound judgment, and the ability to manage multiple priorities simultaneously. Our Front Office Coordinators are expected to take initiative, anticipate patient and team needs, and work collaboratively with both the clinical and administrative teams.

ESSENTIAL RESPONSIBILITIES

Welcome patients and provide a professional, friendly check-in and check-out experience Verify insurance coverage, eligibility, demographics, and patient information Collect co-pays, deductibles, outstanding balances, cosmetic treatment payments, and product purchases Accurately schedule new and established patients while understanding provider schedules and appointment types Answer multi-line phones and manage voicemails, emails, portal messages, and other patient communications Respond to patient questions professionally and determine when concerns should be escalated to clinical staff or management Assist patients with basic billing and account questions and help identify solutions when concerns arise Manage online and website appointment requests Coordinate prescription refill requests and medication prior authorizations as appropriate Assist with laboratory coordination and medical record requests Scan, upload, and maintain patient information within the electronic medical record Assist patients with electronic patient portal access Maintain accurate and detailed messages for physicians and clinical staff Support cosmetic patients with scheduling, treatment information, products, and applicable patient rewards programs Assist with product sales and maintain knowledge of physician-dispensed skincare products Process daily payments and assist with end-of-day financial reconciliation Help maintain an organized, professional, and patient-ready front office environment Assist with office and product inventory as assigned Communicate and collaborate closely with physicians, Medical Assistants, providers, management, and fellow Front Office Coordinators Assist with additional administrative and practice operations responsibilities as needed

WHAT WE'RE LOOKING FOR

Our strongest Front Office Coordinators are people who naturally take ownership of their work. They notice what needs to be done, communicate clearly, and understand that every interaction contributes to the patient's overall experience with our practice.

The ideal candidate is:

Professional, polished, friendly, and confident Exceptionally reliable and accountable An excellent verbal and written communicator Comfortable speaking with patients both in person and by phone Able to provide outstanding customer service while maintaining appropriate professional boundaries Highly organized with excellent attention to detail Able to multitask and prioritize in a fast-paced environment Calm and solution-oriented when handling challenging situations Comfortable learning new technology and practice-management systems A quick learner who welcomes feedback and training Flexible and willing to assist wherever needed A collaborative team member who understands that excellent patient care requires both the front and clinical teams working together

QUALIFICATIONS

Previous medical office, healthcare, or patient-facing experience strongly preferred Dermatology, plastic surgery, aesthetics, or other specialty medical practice experience is a plus Experience with insurance verification, scheduling, or medical billing is a plus Experience with electronic medical records preferred; EMA/Modernizing Medicine experience is a plus Strong computer and technology skills required Excellent written and verbal communication skills required High school diploma required; college education preferred

WHY JOIN POTOZKIN + ELLIS?

Work alongside experienced dermatologists and healthcare professionals Gain exposure to medical, surgical, and cosmetic dermatology Develop valuable experience in healthcare operations and practice administration Learn medical insurance, scheduling, patient relations, billing, and specialty-practice workflows Opportunities for professional growth and increased responsibility Supportive, collaborative team environment Monday-Friday schedule

SCHEDULE

Full-time Monday-Friday Typical hours: 7:45 AM-4:30 PM Potozkin + Ellis Dermatology & Aesthetics is an Equal Opportunity Employer.

Pay:

From $23.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) AD&D insurance Dental insurance Disability insurance Employee assistance program Employee discount Flexible spending account Free parking Health insurance Health savings account Life insurance Paid sick time Paid time off Pet insurance Retirement plan Vision insurance Application Question(s): Please briefly describe how you would handle a frustrated patient at the front desk while the phones are ringing and another patient is waiting to check in. This is a full-time, in-person position in Danville with a typical schedule of 7:45 AM-4:30 PM, Monday through Friday. Are you able to reliably work this schedule?

Experience:

Medical office: 1 year (Preferred) Insurance verification: 1 year (Preferred) scheduling patients in an EMR or PM system: 1 year (Preferred)

Work Location:

In person