Patient Services Coordinator, Cosmetology

Role Overview

As a patient services front desk representative, you will manage the administrative steps that help patients move smoothly through registration, admission, appointments and payment. Your accuracy, responsiveness and coordination with clinical, corporate and support teams will help maintain reliable patient records and timely care.

Key Responsibilities

• Staff the front desk throughout operating hours, welcome patients and visitors, and resolve or promptly route questions and complaints.
• Register and admit patients accurately, complete biometric registration, and enter billing and other visit information into the relevant systems.
• Use departmental applications to process front office transactions, and follow downtime and data-protection procedures if systems become unavailable.
• When systems are down, issue manual invoices and receipts, then enter the transactions and update records once service is restored.
• Collect, count, reconcile and balance patient payments each day, maintaining accurate cash and transaction records.
• Check corporate account entitlements before confirming whether a patient’s services qualify for credit, and coordinate with relevant teams to send completed physician pre-authorizations to corporations within 24 hours.
• Handle incoming internal and external calls, deliver messages accurately and quickly, and keep patient contact details current.
• Schedule appointments appropriately, arrange timely changes when needed, and support other patient services colleagues to maintain an efficient service.

Requirements & Qualifications

• At least one year of front office experience, preferably in a busy, service-oriented environment.
• Confident using computer applications for data entry and routine administrative transactions.
• Demonstrated ability to handle, count and record cash and cash transactions accurately.
• A diploma in Medical Records is an advantage.