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Oculoplastics Front Office Associate
Oculoplastics Front Office AssociateVisionary Eye Doctors • Bethesda, MD, United States
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Oculoplastics Front Office Associate

Oculoplastics Front Office Associate

Visionary Eye Doctors • Bethesda, MD, United States
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  • [job_card.full_time]
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Job Summary: The Front Office Associate plays a key role in creating a warm, efficient, and patient-centered experience at our Bethesda and Gaithersburg office. This position supports all front-end operations, including patient intake, scheduling, insurance coordination, and communication with clinical teams. The ideal candidate is detail-oriented, friendly, and able to thrive in a fast-paced, multi-specialty ophthalmology environment.

Essential Duties & Responsibilities

Patient Experience & Front Desk Operations
  • Greet and check in patients for oculoplastic and oculofacial appointments, ensuring accurate demographic and insurance information.
  • Provide warm, professional service to patients undergoing medical, functional, and cosmetic procedures.
  • Educate patients on visit expectations, pre-op requirements, and post-op instructions (as directed by clinical staff).
  • Manage patient flow and coordinate with technicians, photographers, and providers to maintain schedule efficiency.
  • Handle inbound calls, messages, and appointment requests related to oculoplastic services.
Scheduling & Care Coordination
  • Schedule new consultations, follow-ups, in-office procedures, and surgical cases.
  • Coordinate pre-operative appointments, imaging, testing, and clearances as required.
  • Maintain provider templates and ensure accurate appointment types for medical vs. cosmetic visits.
  • Track and follow up on outstanding referrals, authorizations, and required documentation.
Insurance, Billing & Authorizations
  • Verify insurance eligibility and benefits for oculoplastic procedures.
  • Distinguish between medical, functional, and cosmetic services and communicate financial responsibility to patients.
  • Initiate and track prior authorizations for medically necessary procedures.
  • Collect co-pays, deductibles, and cosmetic procedure payments in accordance with practice policy.
  • Collaborate with billing and surgical coordinators to ensure accurate CPT/ICD-10 coding information is captured at check-in.
Surgical Coordination Support
  • Assist the oculoplastic surgical coordinator with scheduling, patient communication, and documentation.
  • Prepare and distribute surgical packets, consent forms, and pre-operative instructions.
  • Ensure all required documentation is complete prior to surgery (photos, testing, authorizations, referrals).
  • Maintain communication with patients throughout the surgical journey to support a positive experience.
Clinical & Administrative Support
  • Upload and manage clinical photos in the EMR for insurance documentation and surgical planning.
  • Maintain provider schedules, room assignments, and daily workflow needs.
  • Support compliance with HIPAA, OSHA, and practice policies.
  • Assist with inventory of front-office supplies and oculoplastic patient materials.
  • Participate in staff meetings, trainings, and quality-improvement initiatives.
Skills & Qualifications
  • Experience in ophthalmology, dermatology, plastic surgery, or another procedural specialty preferred.
  • Strong understanding of medical vs. cosmetic visit types, insurance basics, and prior authorization workflows.
  • Excellent communication, customer service, and patient-education skills.
  • Ability to multi-task and thrive in a collaborative fast-paced team environment
  • Proficiency with EMR systems (ModMed, NextGen, Nextech, or similar).
  • Strong organizational skills and attention to detail.
  • Bilingual (English/Spanish) preferred but not required.
  • Commitment to maintaining a professional, patient-focused atmosphere.
Benefits:
  • Health insurance
  • Dental Insurance
  • Life Insurance
  • Accidental Death & Dismemberment Insurance
  • 401(K)
  • PTO and holidays off
  • Career growth and development
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Oculoplastics Front Office Associate • Bethesda, MD, United States

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