Job Summary: The Front Office Associate plays a key role in creating a warm, efficient, and patient‑centered experience at our Bethesda and Gaithersburg offices. 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

• One to two years of experience in ophthalmology, dermatology, plastic surgery, or another procedural specialty is 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