Patient Care & Front Desk Coordinator

Purpose

The Patient Care & Front Desk Coordinator is responsible for supporting daily clinic operations and ensuring a seamless patient experience. This role combines front desk duties, patient scheduling, administrative support, and clinical research assistance while maintaining compliance with regulatory standards (GCP, IRB, HIPAA). The Patient Care & Front Desk Coordinator serves as a key point of contact for patients, study participants, sponsors, and internal teams.

Essential Job Functions

• Coordinate front desk operations by greeting and checking in patients, study participants, and visitors, and answering and routing incoming phone calls in a timely and professional manner.
• Complete patient registration, obtain required documentation, and guide patients through the intake process.
• Collect, review, and verify patient information, insurance coverage, and required documentation for accuracy and completeness.
• Coordinate, schedule, and follow-up on patient appointments, ensuring efficient scheduling and minimal conflicts.
• Communicate schedule updates with providers and ancillary departments.
• Monitor provider schedules and clinic calendars.
• Serve as a liaison between patients, physicians, study coordinator to ensure seamless communication.
• Assist with clinic flow, ensuring timely patient throughput and issue resolution.
• Communicate effectively with internal teams, imaging centers, billing, administration, and external partners in a professional and timely manner.
• May oversee monitor visit logistics by conducting check-ins, assigning designated rooms, and creating and maintaining a weekly schedule of in office monitor visits.
• Performs documentation and data entry within EMR and internal systems.
• Distribute mail, manage faxes, and maintain organized clinical and regulatory files.
• Oversees ordering, tracking, and restocking of snacks and office supplies to maintain adequate inventory levels.
• Support additional administrative and operational tasks as assigned.
• Uphold patient confidentiality and comply with HIPAA, GCP, and clinic policies.
• Meet all deadlines established by Flourish Research SOPs, policies, and procedures.
• Represent Flourish Research in a professional and courteous manner during all interactions with sponsors, physicians, participants, and other personnel.
• Maintain confidentiality of information and issues relating to patients, study participants, protocol, and/or contracted entities.
• Perform all duties in a time- and cost-effective manner.
• Assists with training other staff as needed.
• Additional duties as assigned or required by management.

Minimum Requirements

• Education: High School diploma or equivalent
• Experience: 1-3+ years' experience of related administrative support experience
• Experience providing customer-facing support in a high volume clinical or healthcare environment strongly preferred
• Excellent oral and written communication skills
• Ability to collaborate and align with both internal and external stakeholders
• Excellent customer service skills for both inter and intra department
• Demonstrates professionalism, confidentiality, and sound decision-making
• Ability to manage high volume calls, messages, call routing, and follow-up communications
• Ability to maintain records and documentation in an accurate and timely manner
• Ability to communicate effectively with patients and visitors to provide clear and thorough instructions, answer questions, and complete required processes
• Excellent computer skills to include Office365 products
• Ability to learn and demonstrate compliance with company policies and procedures
• Ability to work both independently and in a team environment
• Consistently demonstrate Flourish Research's core values
• Flexible and able to multi-task and prioritize competing demands