Front Desk Associate

University Retina is a full-service practice that specializes in helping patients heal eyesight-robbing diseases of the retina, vitreous, and macula. Led by a team of board-certified ophthalmologists and retina specialists, the practice has locations in Oak Forest, Bedford Park, Lemont, Lombard, and Lincolnwood Illinois.

With a dedication to education, technology, charity, and compassionate care, the University Retina team strives to provide patients with the highest level of retinal care in the world. The physicians diagnose and treat retinal-related conditions, including macular degeneration, diabetic retinopathy, retinal detachment repair, and other disorders of the retina, vitreous, and macula.

All University Retina offices are equipped with state-of-the-art technology, and each patient’s treatment plan includes the most current and effective therapies or services available.

The Front Desk Associate serves as the first point of contact for patients and visitors, creating a welcoming environment, handling patient check in/outs, managing calls/emails, scheduling, providing information, resolving issues, and performing administrative tasks like data entry ensuring smooth operations and excellent customer service in medical facilities.

• →Greets patients warmly and verify appointment details.
• →Collects necessary documentation including ID, Insurance Cards, referral forms, etc.
• →Books, confirms, and reschedules appointments
• →Verifies insurance eligibility and benefit coverage for all in-office visits, procedures, and tests
• →Collects co-payments and outstanding balances; calculates patient’s financial responsibility and communicates to patient; documents in practice management system.
• →Explains billing procedures
• →Responsible for entering data in an accurate manner in practice management system as well as verify that existing information is accurate.
• →Completes chart prep prior to clinic as needed (print routers, face sheets, etc.)
• →Completes medical records requests that come directly from the patient
• →Completes assigned tasks as related to the appointment rescheduling queue timely
• →Monitors and completes tasks related to appointment recall and reminder process as set by practice SOP
• →Answers phones and responds to inquiries
• →Relays messages between patients and clinical staff
• →Maintains protected health information in accordance with HIPPA/PHI guidelines
• →Handles paperwork such as consent forms and HIPAA compliance
• →Interacts with all internal and external customers in a caring and respectful manner.
• →Accepts deliveries of packages, mail, and other supplies from outside vendors.
• →Maintains a clean, organized, and welcoming reception area for all patients and visitors
• →Provides clear information about services, wait time, and policies
• →Addresses patient concerns professionally and respectfully.
• →Photocopies and faxes records and forms according to established policies and procedures.
• →Maintains patient confidentiality.
• →Participates in orientation/instruction of new administrative personnel as requested by management.
• →Contributes to the team effort by completing additional tasks/projects as directed.
• →Attends daily huddle and regularly scheduled team meetings
• →Participates in on-boarding and training of new front desk associates and other administrative team members as assigned.

• High School Diploma or the equivalent years related experience required
• Nextech/ICP experience strongly preferred
• Minimum of 1-year medical office experience strongly preferred

• Strong reliability with good attendance and punctuality.
• Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level.

• Strong interpersonal and communication skills
• Attention to detail for accurate data entry and insurance verification; strong organizational skills
• Basic understanding of healthcare insurance payors and programs
• Ability to multitask in a fast-paced environment
• Familiarity with healthcare regulations (HIPAA, privacy laws)
• Basic math and cash handling
• Excellent customer service skills

Preferred Skills:

• Understanding of medical terminology