Front Desk Receptionist - Dermatology

Front Desk Receptionist

CPP Clinics is a leading provider of medical aesthetics services, offering innovative treatments across multiple medspas under the CPP umbrella. We are dedicated to delivering exceptional patient experiences and outstanding results, utilizing advanced technologies and personalized care.

AboutSkin Dermatology and DermSurgery, located in Greenwood Village, Colorado, is a premier dermatology practice offering comprehensive medical, surgical, and cosmetic skin care services. Led by Dr. Joel L. Cohen, an internationally recognized expert in aesthetics and skin cancer, the practice is renowned for its patient-centered approach and commitment to advanced, evidence-based treatments.

The Front Desk Receptionist serves as the first point of contact for patients and visitors, playing a vital role in creating a positive patient experience and supporting the efficient operation of the clinic. This position is responsible for managing patient appointments, maintaining accurate records, facilitating effective communication between patients and clinical staff, and upholding office protocols and privacy standards. The Front Desk Receptionist also supports administrative functions and contributes to a clean, professional, and welcoming environment.

Work Schedule:

Monday - Friday 8:00 AM - 5:00 PM with a 1 hour lunch break

Compensation:

$20 - $22/hr. commensurate with experience

Primary Responsibilities:

• Office Cleanliness & Professionalism: The Front Desk Receptionist is expected to uphold high standards of professionalism and contribute to a safe, welcoming, and patient-centered environment. Key responsibilities include:
• Contributes to a professional environment by maintaining a positive and welcoming demeanor.
• Opens the office in preparation for patients, ensuring a well prepared, clean, and safe environment.
• Responsible for stocking and maintaining cleanliness of bathrooms.
• Ensures that the office is clean throughout the day by tidying up the lobby, refilling the water jug and tissues when appropriate, etc.
• Closes the office in preparation for the following day by tidying the main lobby, stocking necessary items, and ensuring that sensitive information, electronic devices and currency are securely stored in a locked location.
• Refrains from cell phone use in patient-facing areas.
• Limiting personal conversations in patient-facing areas to maintain a professional atmosphere.
• Clinic Efficiency: The Front Desk Receptionist plays a key role in supporting clinic operations by ensuring patient flow, accurate documentation, and effective communication across departments. Responsibilities include:
• Prepares chart sheets for the following day, documenting necessary updates that need to be made at check-in.
• Prints and reviews daily analytics at the end of each day and submits them to management.
• Maintains strong product knowledge and actively upsells retail products when appropriate.
• Attends lunch-and-learn sessions as needed to stay current on cosmetic and medical services.
• Cross-trained in cosmetic services to assist with checking out cosmetic patients
• Checks patients into their appointments on time or enforces late policy and rescheduling protocols.
• Clearly communicates with the Clinical department when a patient has arrived.
• Monitors lobby status to ensure all applicable patients are checked in promptly.
• Ensures that all patients review and initial their facesheet at check-in, making corrections as needed.
• Collects the required demographic and insurance information from the patient for the appropriate appointment, following HIPAA guidelines.
• Communicates with the Clinical department regarding whether a patient is using insurance or paying out-of-pocket for the visit.
• Collects copays and outstanding balances in accordance with office protocols.
• Documents important communications with patients, insurance representatives, primary care offices, etc.
• Documents short-notice cancellations and no-shows and assigns a chart note to the appropriate provider.
• Distributes incoming faxes to the Clinical department when applicable.
• Reviews the completed documents in the Clinical station to scan into patient's chart when applicable.
• Ensures that all medical record releases/ requests are completed accurately and in a timely manner, following office protocols.
• Checks patients out of their appointments when exiting the lobby, scheduling necessary appointments accurately if applicable.
• Adds patients to the recall list when a follow-up appointment is recommended more than six months out.
• Scheduling: The Front Desk Receptionist plays an essential role in delivering a positive patient experience and supporting smooth clinic operations. This position is responsible for ensuring accuracy and efficiency in managing patient appointments while maintaining compliance with provider templates, office protocols, and privacy standards. Responsibilities include:
• Prioritizes incoming calls and voicemails for the Scheduling Hunt Group in a timely and professional manner.
• Verifies patient demographics, following HIPAA guidelines.
• Obtains missing demographic and insurance information prior to the appointment.
• Ensures an active referral is on file to cover the appropriate date of service, when applicable.
• Schedules patients accurately within the appropriate timeframe.
• Communicates with the clinical department for guidance when a patient's scheduling requirements/restrictions cannot be accommodated.
• Ensures patients are scheduled in each provider's designated template.
• Ensures that all providers' schedules are full at least one week in advance, following office protocols.
• Adds eligible patients to the recall list for each provider as needed.
• Adds patients to the waitlist for each provider as needed.
• Assists with patient rescheduling as needed.
• Conducts confirmation calls for Dr. Rothstein's unconfirmed appointments two days in advance and documents communications in the Appointment Notes.
• Manages incoming referrals by contacting patients twice in an effort to schedule appointments.
• Insurance Knowledge: The Front Desk Receptionist maintains a thorough understanding of insurance policies to support accurate eligibility verification and referral requirements. Responsibilities include:
• Identifies whether a patient's insurance policy is in-network or out-of-network.
• Communicates with patients regarding self-pay protocols and flags self-pay status in the patient's chart when applicable.
• Identifies the difference between a primary and secondary policy.
• Identifies the difference between Medicare original, Medicare Advantage, and Medicare Supplemental policies.
• Conducts eligibility reports to detect inactive insurance policies and prompts patients to update when appropriate.
• Notifies patients prior to the appointment when a referral is required by insurance to see a specialist.
• Patient Education: The Front Desk Receptionist supports patient understanding of retail, services, and promotes health education while ensuring accurate triage to the appropriate department. Responsibilities include:
• Provides information to patients regarding retail, cosmetic services, sales, and promotions. Triages to the Cosmetic department when unsure of answers to patient questions.
• Provides brief explanations to patients of medical procedures. Triages to the Clinical department when unsure of answers to patient questions.
• Educates patients on the importance of sun protection and provides guidance on available in-office sunscreen options.
• Administrative Support: The Front Desk Receptionist provides general administrative support to ensure smooth front office operations. Responsibilities include:
• Provides additional support assigned by the Front Office Manager.
• Reports to Front Office Manager when instructions or directions are unclear.

Qualifications:

• Knowledge of medical terminology, cosmetic procedures, and skincare products is a plus.
• Minimum of 2 years of experience in a medical office or medical spa setting.
• Experience managing phone systems and scheduling in a medical office environment.
• Excellent communication, organizational, and multitasking abilities.
• Proficiency in computer systems and typing skills.

Benefits:

• Competitive Compensation Package Offering a pay that recognizes your skills and experience.
• Health & Dental Benefits Comprehensive coverage to prioritize your well-being.