Front Office Scheduler/Administrative Assistant

Job Summary:

The Front Office Administrative Assistant is a key operational piece in the practice, responsible for managing front desk operations, administrative workflow, patient communications, and scheduling for providers. This role ensures a seamless patient experience while supporting clinical staff and optimizing efficiency, compliance, and care coordination. The ideal candidate demonstrates exceptional organizational, interpersonal, and problem-solving skills, with a proactive approach to managing complex schedules, patient needs, and office operations.

Key Responsibilities:

Front Desk Leadership & Patient Experience

• Serve as the primary point of contact for patients, providing a welcoming, professional, and compassionate experience
• Lead front desk operations, ensuring all patient interactions are handled efficiently and with high-quality service
• Manage patient demographic intake, check-in/check-out, and pre-appointment communications to ensure clarity and compliance
• Collect copayments and outstanding patient balances at check-in/check-out
• Address patient concerns, conflicts, and scheduling challenges promptly and professionally
• Foster a positive and patient-centered culture within the front office

Scheduling & Clinical Coordination

• Oversee and manage all appointment scheduling, including consultations, procedures, and follow-ups, in alignment with provider availability and clinical needs
• Monitor and manage the clinical inbox, voicemails, and practice emails, responding promptly and escalating issues when needed
• Collaborate with healthcare professionals to communicate changes, coordinate patient care, and address urgent matters efficiently

Administrative & Operational Oversight

• Maintain accurate patient records in the EMR system, ensuring compliance with HIPAA and office policies
• Verify insurance coverage and eligibility,including but not limited to calling carriers to verify benefits and eligibility and using proper documentation techniques to ensure streamlined office communication.
• Perform and oversee clerical tasks, including copying, faxing, scanning, and professional correspondence
• Ensure the front office is organized, professional, and fully equipped to support staff and patient needs
• Ensure clinic cleanliness, including garbage disposal, restocking supplies and toiletries, and maintaining a safe environment.
• Perform other duties as assigned to facilitate efficient medical care.

Process Improvement & Compliance

• Identify opportunities to improve front desk and administrative processes to increase efficiency and patient satisfaction
• Support adherence to practice policies, regulatory standards, and best practices in patient care
• Train and mentor new front desk and administrative staff as needed

Qualifications:

• Education: High school diploma required; Associate’s or Bachelor’s degree in healthcare administration or related field preferred
• Experience: Minimum 2–3 years of experience in a medical office setting; experience in women’s health or gynecology preferred
• Experience with AthenaOne EMR or similar systems preferred
• Knowledge of medical terminology, insurance verification, billing procedures, and HIPAA compliance

Skills & Competencies:

• Proven organizational skills in a fast-paced clinical environment
• Excellent customer service and patient care skills, with the ability to handle sensitive situations with discretion
• Strong verbal and written communication skills, with professional correspondence experience
• Detail-oriented, proactive, and able to manage multiple priorities simultaneously
• Proficiency in Google Suite and general office technology
• Ability to foster teamwork and maintain a positive, collaborative office culture

Physical & Work Requirements:

• Ability to sit, stand, and walk for extended periods
• Operate standard office equipment including phones, computers, printers, and scanners
• Work performed in a clinical office environment with frequent patient interaction