Front Desk Associate

Serving the Southgate community since 1971, Castleman Eye Center is a full-service ophthalmology leader known for compassionate, patient-centered care. Led by award-winning Dr. Snigdha Singh and retinal specialist Dr. Arezo Amirikia, the practice offers advanced services including LASIK, femtosecond laser cataract surgery, glaucoma treatment, and retinal disease management using cutting-edge technology. A stellar choice for professionals seeking a respected legacy practice with a strong mission of innovation and caring.

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, appointment/surgical scheduling, providing information, insurance verification, 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
• →Surgery scheduling and patient out of pocket estimates
• →Verifies insurance eligibility and benefit coverage for all in-office visits, procedures, and tests
• →Collects co-payments/pre-collect deductibles 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