WHAT DOES A FRONT DESK COORDINATOR DO?

Published: Mar 20, 2025 – The Front Desk Coordinator handles routine correspondence, prepares and manages contract documents, and ensures proper distribution and filing. This position utilizes multiple computer programs to support customers and team members while troubleshooting document issues. The coordinator also manages phone communication, appointment updates, promotional events, and customer feedback to enhance business operations.

A Review of Professional Skills and Functions for Front Desk Coordinator

1. Front Desk Coordinator Tasks

  • Customer Service Skills: Provide outstanding internal and external customer service support via email and telephone.
  • Front Desk Management: Manage the front desk area as well as company logbooks.
  • Client Relations: Meet and greet all clients, vendors, job candidates, and all other visitors.
  • Conference Room Preparation: Prepare conference rooms for meetings, interviews, and other appointments.
  • Administrative Support: Support the Human Resources department with all administrative duties.
  • Attendance Management: Take responsibility for managing attendance.
  • Invoice Management: Manage invoices from multiple sources.
  • Temporary Worker Management: Support management with managing temp workers.
  • Chart Management: Manage and keep charts up to date for management reference, e.g., Incident Reports, Organizational Charts, etc.
  • Clerical Support: Support the management team with general clerical duties, e.g., setting up interviews with qualifying candidates.
  • Office Supply Management: Manage all office supplies lab coats and locker providers.
  • Package Management: Support Client Service department as well as management with packages (Making labels as well as delivering packages to carrier).

2. Front Desk Coordinator Roles

  • Patient Interaction: Greets all patients either in person or on the telephone.
  • Appointment Scheduling: Schedules appointments based on practice protocol.
  • Paperwork Management: Issues correct paperwork to new patients.
  • Insurance Verification: Discusses the patient’s insurance or call the Billing Department if further explanation is needed.
  • Data Entry: Accurately enters all demographic information into the computer system.
  • Information Verification: Verifies information in the system is accurate for existing patients.
  • Chart Preparation: Reviews and prepares patients’ charts for upcoming appointments and ensures all previously ordered procedure results are present.
  • Checkout Process: Checks patients out after their appointment by making follow-up appointments when necessary.
  • Paperwork Distribution: Gives the patient any necessary paperwork for procedures, prescriptions, or therapy as ordered by the doctor.
  • Authorization Coordination: Notifies the doctor’s secretary of any tests or follow-up appointments requiring authorizations.
  • Fax Management: Scans and empties the fax inbox.

3. Front Desk Coordinator Additional Details

  • Customer Service: Maintain a friendly welcoming environment for patients.
  • Communication: Answer phones promptly with professionalism.
  • Financial Management: Take responsibility for financial consultations.
  • Data Entry: Update/verify patient insurance and demographic information.
  • Scheduling: Manage the daily schedule appropriately, filling gaps where necessary.
  • Appointment Coordination: Take responsibility for confirming appointments.
  • Cash Handling: Collect all monies due before services are rendered.
  • Claims Processing: Submit insurance claims and coordinate with insurance companies on patient benefits.
  • Account Management: Post insurance and patient payments/ maintain accurate patient accounts.
  • Confidentiality: Follow HIPAA guidelines and maintain patient confidentiality.

4. Front Desk Coordinator Essential Functions

  • Communication and Correspondence: Compose and/or type routine correspondence and communicate daily with operations crews.
  • Document Management: Prepare contract documents and compile associated documents, track the documents, obtain appropriate signatures, and distribute and file the documents accordingly.
  • Computer Proficiency: Use several different computer programs to assist customers and team members.
  • Problem Solving: Solve problems and seek out solutions.
  • Order Entry: Order entry and troubleshooting missing documents.
  • Communication: Communicate effectively with team members verbally and in writing.
  • Phone Support: Answer phones and assist with dispatch.
  • Client Coordination: Inform staff members of appointments that have been canceled by clients, and alert staff members of the arrival of first-time clients.
  • Event Planning: Assist in developing promotional events, which focus on increasing the clientele of the business.
  • Customer Service: Receive customer complaints and feedback and direct them to appropriate offices for resolution.

5. Front Desk Coordinator Role Purpose

  • Phone Management: Answering phone calls on time, then connecting callers to the appropriate team member.
  • Client Identification: Identifying potential new clients and routing those calls to the appropriate intake specialist.
  • Visitor Greeting: Greeting visitors coming into the office, and alerting any necessary team members.
  • Visitor Hospitality: Making visitors feel at home by offering beverages and seeing them in the waiting areas.
  • Event Management: Managing conference rooms/calendars to ensure an easy and smart flow for events.
  • Restocking and Supplies: Restocking snacks and supplies throughout the day in communal areas/restrooms.
  • Inventory Management: Managing the inventory and ordering of snacks/supplies/beverages.
  • Sanitization: Monitoring the common areas and conference rooms, and sanitizing after use.
  • Mail Management: Opening, sorting, scanning, and delivering daily mail to the appropriate team member.
  • Fax Management: Managing the incoming faxes and forwarding them to the appropriate team member.

6. Front Desk Coordinator Key Accountabilities

  • Team Collaboration: Work alongside various teams, managers, colleagues, and companies to provide administrative support.
  • Report Creation: Create, edit, and distribute weekly reports.
  • Call Handling: Handle incoming calls from vendors and third-party clients.
  • Billing Management: Assemble, prepare, and verify billing documents.
  • HR Assistance: Assist HR Manager with basic human resources-related tasks.
  • Guest Reception: Serve as the point of contact for all incoming guests, welcoming them and directing them to their point of contact.
  • Front Desk Management: Manage the front desk of a bustling office.
  • Front Desk Operations: Run front desk operations as well as processes.
  • Standards Implementation: Assist management with implementing new front desk standards.
  • Patient Service: Address patient requests and needs professionally.
  • Patient Satisfaction: Respond to patient concerns timely and ensure patient satisfaction.
  • Appointment Scheduling: Schedule patient appointments and make reminder calls.

7. Front Desk Coordinator Accountabilities

  • Customer Service: Customer service and front desk support.
  • Facility Operations: Opening and closing duties for the facility.
  • Facility Maintenance: Facility monitoring, maintenance, and upkeep.
  • Event Coordination: Event execution including setup, teardown, catering, and other operational requirements.
  • Hospitality Management: Set up and clean up all food, beverage, and hospitality services for events, workshops, space rentals, and courses.
  • Audio/Visual Setup: Set up and management of audio/visual equipment during workshops and special events.
  • Telephone System Management: Minimize the amount of time customers spend on hold by efficiently operating the telephone system.
  • Problem Solving: Handle customer questions and refer them to the appropriate individual for resolution.
  • Data Management: Accurately handle customer information through data entry, filing, and scanning documents.
  • Internal Procedures Knowledge: Familiarize yourself with department structures and internal procedures for assisting customers efficiently.
Relevant Information
What Does A Front Desk Receptionist Do?
What Does A Front Desk Administrator Do?