Front Desk Associate (Optometry) in Panama City, Florida at Pancare of Florida Inc

At PanCare of Florida, our mission is to bring quality healthcare to underserved communities. We believe that compassionate, dedicated healthcare professionals are essential to fulfilling this promise.

Are you a dedicated and detail-oriented Front Desk Associate looking to make a meaningful impact on patient care? PanCare of Florida is seeking a skilled and compassionate Front Desk Associate (Optometry) to join our team. The Front Desk Associate (Optometry) provides administrative and customer service support for the daily operations of the vision clinic. This position serves as a primary point of contact for patients and is responsible for appointment scheduling, patient registration, check-in and check-out processes, insurance verification, payment collection, records management, and general front office support. If you have a passion for patient safety, a keen eye for detail, and thrive in a fast-paced environment, we invite you to apply and become a vital part of our mission to provide exceptional healthcare services.

Responsibilities:

• Greet patients upon arrival; complete patient check-in and check-out processes; distribute, collect and verify intake forms, identification, consent forms, demographic information, insurance information, and other required registration documents in the EHR.
• Provide excellent customer service by communicating professionally with patients, providers, leadership, administrative personnel, and clinic staff; answer and route phone calls, respond to inquiries, address patient concerns, and escalate complex or unresolved matters as appropriate.
• Schedule, reschedule, and confirm appointments; coordinate appointment slots, same-day scheduling needs and walk ins to support provider schedule utilization and efficient daily patient flow.
• Verify and update patient demographic, contact, insurance, and eligibility information, including vision insurance coverage, required authorizations, and sliding fee discount documentation as applicable.
• Collect and process copays, fees, deductibles, outstanding balances, and other patient payments using standard or mobile point-of-sale systems; balance daily transactions and maintain accurate financial records.
• Coordinate with vision clinic staff to support efficient patient flow, continuity of care, timely service, reduced congestion, and patient privacy in the clinic, mobile unit, or off-site setting.
• Maintain accurate patient records and charts in compliance with organizational policies and HIPAA requirements; perform administrative duties including filing, faxing, scanning, document management, and patient billing support as assigned.
• Support administrative workflow for mobile vision clinics, outreach events, school-based services, or other off site clinic locations as assigned.
• Serve as backup to perform basic vision pretesting, such as visual acuity screening or operation of automated screening equipment, when trained, deemed competent, and assigned.
• Perform other duties as assigned to support business operations.

Required Skills/Abilities:

• Strong verbal and written communication skills to effectively interact with patients, staff, and external entities. Ability to answer phone calls, route inquiries, and communicate clearly across all levels of the organization.
• Ability to manage multiple responsibilities simultaneously, including scheduling appointments, maintaining patient records, processing payments, and supporting clinic workflow while maintaining accuracy and service standards.
• Ability to adapt to changing priorities, processes, patient needs, and work environments, including clinic, mobile unit, school-based, community event, or other non-traditional service settings.
• Exceptional interpersonal skills to provide a positive experience for patients, manage patient inquiries, and handle sensitive situations with professionalism and empathy.
• Strong focus on accuracy when handling patient charts, verifying eligibility, processing authorizations, and managing financial transactions.
• Ability to prioritize tasks in a fast-paced, dynamic environment, ensuring that all duties are completed in a timely manner.
• Knowledge of HIPAA and patient confidentiality standards to ensure sensitive patient information is handled and shared appropriately.
• Ability to identify issues or inefficiencies and find solutions, whether in scheduling, patient interaction, or handling operational challenges.
• Ability to work well with other clinic staff, administrative personnel, and medical teams to create a cohesive and effective work environment.
• Experience handling cash, checks, credit card transactions, and balancing day sheets accurately.
• Ability to work flexible schedules, including early morning, evening, or occasional Saturday shifts based on clinic, school-based, mobile, or community event needs.
• Ability and willingness to travel to assigned clinics, mobile, or outreach locations as needed.
• Proficiency, or ability to become proficient, in eClinicalWorks, Phreesia, scheduling systems, mobile point-of-sale systems, portable scanners, mobile hotspots, and other technology used in clinic or mobile operations.
• Regular and predictable onsite attendance.

Education/Experience:

• High School Diploma or GED; some college is preferred.
• A minimum of 6 months’ experience in a customer service position required; previous experience in a healthcare administrative environment preferred.
• Valid driver’s license and reliable transportation may be required when assigned to mobile or off-site clinic locations.
• Bilingual skills (especially in Spanish or Creole) are a plus but not required.

PanCare provides a comprehensive benefits package to include medical, dental and vision insurance. In addition, to health coverage, we offer 14 paid holidays and 3 weeks of paid vacation per year. Employees are also eligible to participate in our 403(b) plan with a 6% employer match and 3% base employer contribution.

Join PanCare of Florida and be part of a dedicated team that is committed to delivering high-quality healthcare to our communities. We offer a supportive work environment, opportunities for professional growth, and the chance to make a real difference in the lives of our patients. If you're ready to take the next step in your career and contribute to our mission, we encourage you to apply today. Together, we can continue to improve patient outcomes and build healthier communities.

PanCare of Florida is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. We believe that diversity and inclusion are key to our success, and we welcome applications from individuals of all backgrounds and experiences.

Hours vary depending on if it is a clinic day or a mobile unit day. Saturdays may be required occasionally as needed based on scheduled Community events