- Greet patients professionally and courteously, check patients in and out in accordance with Customer Service standards.
- Collect all required patient information at check-in (NPP, insurance, ID, demographics, CCOF).
- Maintain accurate and up-to-date patient charts, demographic, and insurance information in EMA.
- Maintain a clean, organized, and professional reception area and restroom facilities
- Schedule, confirm, and adjust patient appointments in accordance with company protocols.
- Maintain and update provider schedules within organizational guidelines.
- Anticipate and respond appropriately to schedule changes and extended wait times.
- Verify primary and secondary insurance prior to scheduled visits following established protocols.
- Accurately identify and differentiate HMO, PPO, POS, and Medicare plans and authorization requirements.
- Enter correct payer ID, payer name, and address information into EMA.
- Update and maintain the PA log, ensuring accuracy of codes and documentation.
- Collect all required patient financial responsibilities, including co-pays, co-insurance, deductibles, and cosmetic payments.
- Process cosmetic sales through Lightspeed POS.
- Obtain and document CCOF forms when applicable.
- Accurately document payment notes; balance and reconcile daily payments collected during each shift.
- Prepare and generate superbills accurately and in a timely manner.
- Maintain timely, professional, and consistent communication via Microsoft Teams, Klara, email, and phone during scheduled work hours
- De-escalate and resolve patient concerns and grievances using effective, respectful communication techniques.
- Ask every patient for a Google review in alignment with customer service guidelines.
- Maintain strict compliance with HIPAA regulations and ensure confidentiality of patient information at all times.
- Accurately close all daily tasks; ensure end-of-day documentation is complete and uploaded to the shared drive.
- Support clinical and administrative staff with daily operational needs as assigned
- Perform other duties as assigned to support overall clinic operations.
- Strong customer service and interpersonal skills
- Effective verbal and written communication skills
- Knowledge of primary and secondary insurance types, billing, and documentation procedures
- Proficiency in Microsoft Office and EMA software and Lightspeed
- Ability to stay focused on tasks to be accomplished while working in dynamic situations
- Ability to maintain HIPAA confidentiality and professionalism
- Confidently and professionally ask for and process financial payments
- High school diploma or equivalent required.
- 1–2 years of experience in a medical office or customer service role preferred.
- Familiarity with HIPAA regulations and healthcare operations.
- Additional training or certification in medical office administration is preferre
- Competitive salary and benefits
- Health, dental, vision, and ancillary insurance options
- 401K retirement savings
- Paid time off
- Professional development opportunities
- Supportive and fair work environment
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