About the Position
Our established ophthalmology practice is seeking an experienced, highly accurate, and personable Medical Front Desk Coordinator, with a polish appearance, to join our team.
This is not simply a receptionist position. The front desk is the face and voice of our practice and plays an essential role in both the patient experience and the efficient operation of the office.
We are looking for someone who combines two equally important qualities:
Exceptional medical front desk skills — particularly medical scheduling, insurance eligibility verification, accuracy, and organization.
Exceptional people skills — someone warm, charismatic, energetic, professional, and genuinely happy to interact with patients.
The right candidate will be a true people person who can greet every patient with a smile while also maintaining exceptional attention to detail in a busy medical environment.
Primary Responsibilities
Patient Scheduling & Front Desk Operations
- Schedule, reschedule, and cancel patient appointments accurately and according to established scheduling protocols.
- Maintain a thorough understanding of appointment types and appropriate scheduling requirements.
- Check patients in and out efficiently and professionally.
- Answer a busy multi-line telephone system with a polished, professional speaking voice and excellent telephone etiquette.
- Greet every patient warmly and create a positive first impression of the practice.
- Enter new patient demographic and insurance information accurately into the practice management system.
- Update existing patient demographics and insurance information as necessary.
- Collect copays, deductibles, and outstanding patient balances.
- Monitor the daily schedule and communicate effectively with clinical staff regarding patient flow.
Insurance Eligibility & Verification
- Confirm active coverage and identify applicable copays, deductibles, referrals, and other insurance requirements when making appointments.
- Accurately enter and update insurance information within the practice management system.
- Identify eligibility or coverage issues in advance and communicate with patients when necessary.
- Assist with referral and authorization requirements as appropriate.
Prior hands-on medical insurance verification and eligibility experience is required for this position.
Patient Recall & Schedule Management
- Perform patient recall for missed, cancelled, and no-show appointments.
- Contact patients who are overdue for recommended follow-up care.
- Document recall attempts accurately within the practice management system.
- Assist in maintaining a productive schedule by proactively filling appropriate openings and following up with patients requiring continued care.
Medical Records & Document Management
- Receive, process, and fulfill patient medical records requests accurately and in accordance with HIPAA requirements and office policies.
- Obtain appropriate patient authorization prior to releasing protected health information when required.
- Scan incoming office documents and patient records into the appropriate electronic chart.
- Accurately categorize and attach scanned documents to the correct patient and appropriate section of the medical record.
- Maintain organized and accurate electronic patient records.
- Process incoming and outgoing medical documentation as needed.
General Administrative Support
- Communicate professionally with patients, pharmacies, referring physicians, insurance companies, and other healthcare offices.
- Work collaboratively with the physician, technicians, surgical schedulers, and Practice Administrator.
- Assist with administrative duties as needed to support efficient daily office operations.
- Maintain patient confidentiality and HIPAA compliance at all times.
Required Qualifications
- Minimum 2 years of medical front desk experience preferred
- Previous hands-on insurance verification and eligibility experience required
- Strong medical appointment scheduling experience
- Exceptional accuracy and attention to detail
- Experience entering patient demographics and insurance information into a practice management system
- Experience handling medical records and confidential patient information
- Strong computer and data-entry skills
- Ability to manage multiple responsibilities without sacrificing accuracy
- Excellent verbal and written communication skills
- Professional telephone presence and speaking voice
- Dependable, punctual, organized, and self-motivated
Preferred Qualifications
- Previous ophthalmology or optometry experience strongly preferred
- Experience with ophthalmology appointment types and scheduling
- Experience with insurance requirements common to a specialty medical practice
- Familiarity with ophthalmic terminology and diagnostic testing
- Surgical scheduling experience is a plus
- Experience using Nextech Practice+ practice management and electronic medical record platform is highly preferred
The Personality We're Looking For
Technical ability is extremely important—but so is the way our patients are treated.
We are looking for someone with a dynamic personality and genuinely positive energy who enjoys interacting with people throughout the day.
Our ideal candidate is:
- A true people person
- Warm, friendly, charismatic, and approachable
- Naturally engaging with patients
- Someone who greets patients with a genuine smile
- Polished and professional in both appearance and communication
- Confident with a professional speaking voice
- Compassionate and patient when working with elderly or anxious patients
- Calm and gracious when dealing with difficult situations
- Able to build rapport easily
- Positive and energetic without sacrificing professionalism
- A team player who takes initiative rather than waiting to be told what needs to be done
Most importantly, we want someone who understands that accuracy and exceptional customer service are equally important.
What Success Looks Like in This Position
A successful Medical Front Desk Coordinator will be able to independently manage the front desk while maintaining:
Accurate Scheduling
Patients are scheduled correctly according to office protocols.
Accurate Insurance Verification
Eligibility and insurance issues are identified before the patient's visit whenever possible.
Consistent Patient Recall
Missed, cancelled, and no-show appointments are actively followed up on and documented.
Accurate Patient Records
Demographics, insurance information, scanned documents, and medical records requests are processed correctly and promptly.
Exceptional Patient Experience
Patients feel welcomed, respected, and well cared for from their first telephone interaction through check-out.
What We Offer
- $21.50–$23.50 per hour, based on relevant experience
- Full-time position
- Paid time off
- Paid holidays
- Stable, established specialty medical practice
- Supportive and collaborative team environment
- Opportunity to become an important long-term member of our practice
Interested?
If you have strong medical front desk experience, understand insurance eligibility and medical scheduling, take pride in accuracy, and genuinely love working with people, we would love to hear from you.
Please submit your resume detailing your medical front desk, scheduling, insurance verification, and ophthalmology/optometry experience.
Pay: $21.00 - $23.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Experience:
- Medical office front desk: 2 years (Required)
Ability to Commute:
- Oradell, NJ 07649 (Required)
Work Location: In person
