We are looking for a Front Desk Coordinator to join a busy healthcare environment on a contract basis. This role is ideal for someone who enjoys creating a positive first impression, keeping administrative processes organized, and supporting patients through each stage of their clinic experience. The successful candidate will manage front reception activities, coordinate appointments and referrals, and maintain accurate records while working closely with clinical and administrative teams.
Responsibilities:
- Welcome patients, visitors, and medical professionals with a courteous and attentive approach while ensuring they are guided to the correct clinic area or contact person.
- Handle patient intake by collecting and confirming demographic details, health coverage information, insurance data, and other required documentation.
- Answer front desk and telephone inquiries, provide clear information within scope, relay messages promptly, and direct complex concerns to the appropriate team member.
- Review incoming referrals for accuracy and completeness, then follow up with physicians, healthcare providers, or patients to obtain any missing details.
- Maintain electronic patient files by updating charts, entering appointment and clinical information, and organizing scanned or uploaded documents, reports, and test results.
- Coordinate bookings by arranging, confirming, adjusting, or cancelling appointments, referrals, consultations, and diagnostic services as needed.
- Communicate schedule changes, patient movements, and service updates to healthcare providers, internal departments, and external partners in a timely manner.
- Support patients with access to virtual care tools and arrange interpretation services when required to help ensure a smooth care experience.
- Contribute to clinic administration by processing mail, filing records, tracking service data, preparing reports, and assisting with billing, receivables, and other shared office duties.
- Follow privacy, health and safety, and organizational standards at all times while supporting accurate documentation and quality improvement efforts.
- Experience in front desk, reception, or administrative support, preferably within a healthcare or clinic setting.
- Strong customer service skills with the ability to interact professionally and empathetically with patients, families, and healthcare professionals.
- Proficiency with data entry and electronic record maintenance, with strong attention to accuracy and detail.
- Ability to manage a multi-line phone system, coordinate competing priorities, and respond effectively in a fast-paced environment.
- Working knowledge of Microsoft Word, Excel, and Outlook for communication, scheduling, and document management.
- Strong organizational and file management skills with the ability to keep records complete, current, and accessible.
- Excellent interpersonal and verbal communication skills, including the ability to explain procedures clearly and escalate issues appropriately.
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