Company Overview:
Pediatric Associates of Dayton is dedicated to providing high-quality healthcare for infants, children, and adolescents in the Dayton area with office locations in Beavercreek, Englewood, and Centerville.
Job Summary:
- The Front Desk Coordinator position for Pediatric Associates of Dayton is a member of the front office staff and is also responsible for supervising front office personnel.
Front Office Coordinator Duties
- Serve as the primary point of contact for front office staff
- Act as the first point of escalation for front desk questions, concerns, and patient-related issues
- Communicate staff concerns, workflow challenges, and patient feedback to management in a timely and professional manner
- Track PTO requests and enter them into Outlook calendar
- Monitor front office activities to ensure consistency with office policies and procedures
- Communicate any updates or changes to office policies and workflows
- Maintain office supplies and inventory
- Email Nikki bi-weekly with a list of needed supplies from Staples
- Ensure patient charts are properly prepared and sent to storage, maintaining an ongoing and organized process
- Assist in training and onboarding new front office staff, ensuring adherence to office standards and procedures
- Monitor patient flow and wait times, making adjustments as needed to support efficiency and patient satisfaction
- Ensure accuracy in patient check-in and check-out processes, including insurance verification and demographic updates
- Support conflict resolution with patients and families in a calm, professional, and empathetic manner
- Conduct periodic audits of front desk processes (scheduling, registration, documentation) to ensure compliance and consistency
- Collaborate with clinical staff to coordinate scheduling and patient care needs
- Reinforce HIPAA compliance and confidentiality standards among front office staff
- Assist in developing and updating front office procedures and training materials
- Track trends in front office issues (e.g., scheduling errors, patient complaints) and report findings to management
- Identify and support implementation of workflow improvements to enhance efficiency and patient experience
- Maintain a welcoming, organized, and child-friendly front office environment
Working Front Office Coordinator requires you to also have:
Receptionist Duties
- NEW PATIENT REGISTRATION
- Colleting parents full name, address & DOB
- Collecting patients full name, address & DOB
- Contact information
- Insurance information
- Demographics
- CHECK IN PATIENTS
- Verify and update insurance and demographic information
- Ensure that all required forms are completed.
- Collect and process copays and outstanding balances.
- SCHEDULE APPOINTMENTS
- Answer multi line phone calls professionally
- Follow practice guidelines
- Confirm patient identity using account details and DOB.
- Verify patient contact information
- Ensure efficient use of provider schedules and appointment slots
- CHECK OUT PATIENTS
- Accept appropriate payments and process charges
- Schedule follow appointment per provider recommendations
- Perform the above functions on a rotational basis with coworkers
Other Requirements:
- Maintain HIPAA compliance and patient privacy when verifying patient information
- Promote adherence to company policies and procedures
- Work well independently, and in a team environment
- Maintain positive and professional working relationships with co-workers
- Dependable and on time
- Promote Pediatric Associates of Dayton’s brand in a positive manner with clients and community
- Ensure patient satisfaction of patients, families, and visitors by greeting them in a warm and welcoming way
- Assist other personnel at times of high volume
- Must be able to travel to the other two (2) Pediatrics Associates of Dayton practice locations when needed (Englewood, OH and Beavercreek, OH locations)
Education, Experience and Abilities:
- High School Diploma or GED required
- 2+ years of experience in a medical office or healthcare facility is preferred
- 1 + years of supervisory or Team-Lead experience
- Must be customer-focused and possess strong oral communication and telephone skills
- Ability to work well in a fast-paced, customer-facing environment while maintaining the quality of work
- Proficient in computerized systems and Microsoft Suite
Supervisory Responsibilities:
- Front desk staff: 3-5 employees
Hours and Work Schedule:
- Monday - Friday 8:00am - 5:00pm
- Home office is Centerville, OH – must be able to go to the Englewood or Beavercreek practices as needed.
EEO Statement: CareCloud is committed to equal employment opportunity for all qualified individuals. We are committed to complying with all federal, state, and local laws providing equal employment opportunities,and all other employment laws and regulations. CareCloud prohibits discrimination against employees and applicants because of race, religion, color, gender (including gender or sexual identity or expression), age, national origin, ancestry, marital status, sexual orientation, physical or mental disability, medical condition including genetic characteristics, genetic information, veteran status, or other characteristics protected by applicable law.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This position requires the ability to occasionally lift office products, equipment, and supplies, up to 20 pounds.
ADA Statement: CareCloud is fully compliant with the ADA and will provide reasonable accommodations to enable individuals with disabilities to perform essential job functions under the guidance of the ADA.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that you may be asked by your managers to perform other duties.
Benefits:
CareCloud recognizes the importance of benefits and wellness for employees and their families. In addition to time off to support work-life balance and enjoyment, we offer a comprehensive benefits package designed for employees’ individual needs (including domestic partners).
- Healthcare – A choice of medical plans designed to meet your individual needs
- Dental & Vision
- 401(K)
- Flexible spending accounts (health & dependent care)
- Company-paid life insurance (accidental and supplemental coverage at low cost)
- Company-paid Short and Long term disability
- Voluntary benefits
- Flexible PTO and Paid Holidays
