Front Office Specialist

Overview

The Front Office Specialist serves as the initial point of contact, establishing a warm and professional environment to ensure an excellent Total Patient Experience. This position involves managing administrative tasks to facilitate smooth patient check-in and check-out processes.

Location: Wilmington, NC

Primary Responsibilities

• Deliver our Total Patient Experience by fostering positive relationships and consistently providing exceptional service to all patients.
• Offer outstanding customer support during every interaction, whether in person or over the phone.
• Maintain a courteous and professional demeanor; greet patients promptly with a smile and express gratitude upon their departure.
• Handle incoming and internal calls efficiently, ensuring timely and polite responses at all times.
• Demonstrate a sense of urgency respecting both patient and doctor schedules.
• Verify insurance authorizations thoroughly to ensure accuracy and prepare detailed flow sheets.
• Process patient check-outs and correctly collect payments as per established procedures.
• Manage patient queues effectively, communicating as necessary to optimize office efficiency and service quality.
• Perform daily financial tasks such as reconciliation, closing, and cash drawer balancing.
• Adhere strictly to all company policies, including HIPAA compliance.
• Perform routine office cleaning and other duties as assigned by management.

Qualifications

• Preferred previous experience in medical office settings; ophthalmic experience is highly desirable.
• At least one year of experience serving customers or patients, or an equivalent mix of education and experience.
• Successful background check in accordance with state requirements.
• Must provide proof of identity and legal authorization to work in the United States.

Education

• High school diploma or GED mandatory.

Licenses and Credentials

• No special licenses required.

Technological Proficiency

• Competent in Microsoft Office programs, including Excel, Word, PowerPoint, and Outlook.

Physical Demands

• The role requires various physical activities such as walking (approx. 75%), sitting (about 50%), standing (around 50%), and occasional bending, stooping, and reaching (between 25–50%).
• Must be capable of lifting, carrying, pushing, and pulling objects up to 25 pounds.
• Fine motor skills and full hand use are critical for tasks involving grasping, typing, and technology usage.
• Visual and auditory abilities, including color differentiation, depth, peripheral vision, and focus adjustment, are essential throughout the workday.
• Some occasional driving or climbing might be necessary.

Additional Information

Applicants needing help with the application process should call (636) 227-2600; direct contact with the office is discouraged. All applications must be submitted via the official platform to be considered.

The employer is committed to equal opportunity; applicants will be assessed fairly regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, veteran status, or disability.

This job description outlines the primary responsibilities and provides basis for fair compensation evaluations. Management retains the right to assign or modify job duties at any time.