Job Description – Front Desk Assistant

Reports To: Center Administrator

FLSA Status: Non-Exempt

Location: Florida (Clinic-Based)

Position Summary

The Front Desk Assistant serves as the first point of contact for patients and visitors at Nuvia Medical Pediatrics physician practices. This role is essential to creating a positive patient experience while supporting efficient, compliant, and well-organized front office operations. 
 
The Front Desk Assistant is responsible for patient check-in and check-out, appointment scheduling, insurance verification (including Medicaid), and accurate patient documentation. This position works closely with clinical and administrative staff to ensure smooth clinic operations, patient access, and adherence to regulatory and organizational standards.

Essential Duties & Responsibilities

- Greet and check in patients in a courteous, professional, and welcoming manner. 
- Schedule appointments and manage clinic calendars to support efficient patient flow and provider productivity. 
- Answer phones, respond to patient inquiries, and route calls appropriately. 
- Verify insurance eligibility, including Medicaid, and collect co-payments as required. 
- Maintain accurate and up-to-date patient demographic and insurance information in the electronic health record (EHR). 
- Ensure compliance with HIPAA, payer requirements, and internal documentation standards. 
- Support administrative functions such as correspondence, records requests, referrals, and reporting. 
- Coordinate patient follow-up appointments and referrals as directed. 
- Collaborate with clinical and administrative team members to support efficient clinic operations. 
- Provide excellent customer service to patients and families, fostering a respectful and patient-centered environment.

Qualifications

- High school diploma or equivalent required. 
- Minimum of 1 year of experience in a healthcare front desk, medical office, or customer service role preferred. 
- Knowledge of medical office procedures, scheduling, and insurance verification required. 
- Experience working with Medicaid populations required. 
- Bilingual English/Spanish strongly preferred. 
- Strong interpersonal, communication, and organizational skills. 
- Proficiency with electronic health record systems and basic computer applications.

Core Competencies

- Customer service and patient engagement 
- Attention to detail and accuracy 
- Time management and organizational skills 
- Team collaboration 
- Commitment to compliance and confidentiality

Nuvia Core Values (ICARES)

The Front Desk Assistant is expected to consistently model and promote Nuvia Medical’s ICARES core values: 
 
Integrity – Demonstrates honesty and accuracy in documentation, communication, and daily responsibilities. 
Compassion – Provides empathetic, patient-focused support and assistance in all interactions. 
Accountability – Takes responsibility for assigned duties, follows through on commitments, and ensures work accuracy. 
Respect – Treats patients, families, and colleagues with dignity and professionalism; embraces diversity and inclusion. 
Excellence – Strives for high standards of service, efficiency, and continuous improvement. 
Service – Demonstrates a commitment to serving patients, providers, and the community.

Work Environment / Physical Demands

This role requires frequent use of computers, standing, walking, and interaction with patients throughout the day. May occasionally be required to lift or move items up to 25 pounds.

Schedule / Hours

This is a non-exempt position. Scheduled hours may vary based on clinic needs and may include occasional evenings or weekends.

Equal Employment Opportunity Statement

Nuvia Medical is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.