Front Desk Coordinator

The Front Desk Coordinator & Scheduler serves as the first point of contact for patients and visitors in a NEW fast-paced sports medicine clinic. This role is responsible for delivering exceptional customer service while efficiently managing patient scheduling, registration, and front-office operations. The coordinator plays a critical role in optimizing clinical flow, supporting providers, and ensuring a positive patient experience from check-in through appointment completion. The position requires strong organizational skills, attention to detail, and the ability to communicate effectively with patients, providers, and interdisciplinary team members.

Essential Duties and Responsibilities

• Greet patients, visitors, and referring providers in a professional, courteous, and welcoming manner

• Schedule, reschedule, and confirm patient appointments accurately across multiple providers and service lines (e.g., sports injuries, injections, imaging, follow-ups)

• Manage provider schedules to optimize clinic flow, minimize appointment gaps, and support timely patient access to care

• Collect and verify patient demographic, insurance, and referral information at registration and check-in

• Ensure all required forms, consents, and documentation are completed prior to appointments

• Communicate appointment instructions, preparation requirements, and clinic policies • clearly to patients

• Answer incoming phone calls, route messages appropriately, and respond to patient inquiries in a timely and professional manner

• Coordinate with clinical staff and providers to accommodate urgent visits, add-on appointments, and schedule adjustments

• Maintain accurate electronic health record (EHR) and scheduling system documentation • Monitor daily clinic schedules and proactively address no-shows, late arrivals, cancellations, and waitlists

• Collect co-payments and outstanding balances as required and comply with payment policies

• Maintain the front desk area in a clean, organized, and professional manner

• Support prior authorization, referral tracking, and insurance verification processes as needed

• Protect patient confidentiality and maintain compliance with HIPAA and clinic policies

• Participate in ongoing quality improvement, patient experience initiatives, and workflow optimization

• Perform other duties as assigned to support clinic operations and patient care