Administrative Assistant

Job Details: Job Location: Long Beach - Long Beach, CA, Position Type: Full-Time, Salary Range: $23.00 - $25.00Hourly, Are you passionate about helping create families? Reproductive Partners Medical Group / Fertility Centers of Orange County (RPMG/FCOC) is seeking a full-time Front Desk Coordinator. This role follows a Monday–Friday schedule with rotating weekends and holidays.

Job Summary:
The Front Desk Coordinator is responsible for providing a positive patient experience through front office support, telephone communication, appointment scheduling, patient registration, insurance verification, and payment collection. This role also provides cross-functional administrative support including check-in/check-out, surgery center administrative duties, and financial counseling as needed. The position plays a key role in ensuring efficient patient flow and day-to-day front office operations.

Key Responsibilities:

Provide exceptional patient service and front desk support in a fast-paced medical environment
Greet and assist patients, visitors, physicians, and staff
Manage incoming phone calls, voicemail, and patient inquiries
Schedule patient appointments and maintain accurate calendars
Perform patient registration and verify demographics and insurance information
Collect co-pays, payments, and treatment deposits; accurately post payments
Strong experience with insurance plans, including HMO and PPO, and prior authorization processes
Check patients in and out, ensuring all required documentation is complete and accurate
Cross-train and support surgery center administrative duties as needed
Assist with financial consultations and generate treatment quotes for patients
Maintain patient flow and communicate wait times or delays as needed
Scan, organize, and maintain patient documents in EMR systems
Support billing coordination, insurance verification, and authorization follow-up
Maintain confidentiality of all patient records in compliance with HIPAA regulations
Balance and close daily financial batches and prepare end-of-day reporting
Participate in weekend and holiday rotation schedule
Assist with special projects and additional administrative duties as assigned

Knowledge, Skills, and Abilities:

Strong knowledge of insurance plans (HMO/PPO) and authorization processes required
Excellent customer service and patient communication skills
Professional telephone etiquette and strong verbal communication skills
High attention to detail and strong organizational abilities
Ability to multitask and perform under pressure in a fast-paced clinical setting
Experience with medical billing and EMR systems preferred
Ability to work collaboratively with physicians, clinical staff, and administrative teams
Strong problem-solving skills and ability to support sensitive patient situations
Proficiency in Microsoft Word, Excel, and electronic medical records systems

Minimum Qualifications:

High school diploma or equivalent required
2–3+ years of professional experience required

Preferred Qualifications:

2+ years of front desk or administrative experience in a busy medical office
Experience in fertility, specialty care, or surgical center environment preferred
Strong background in insurance verification, authorizations, and patient financial counseling
Ability to manage confidential information with discretion
Strong team-oriented and patient-centered mindset

Working Conditions:

Fast-paced medical office environment
Requires flexibility due to patient volume and scheduling changes
May involve stressful situations requiring professionalism, patience, and empathy
Moderate noise level in clinical setting
Exposure to communicable diseases and body fluids

Physical Requirements:

Ability to perform job duties in person and over the phone
Frequent standing, walking, bending, reaching, sitting, and repetitive hand movements
Occasional lifting, pushing, and pulling as required in a clinical environment
Ability to communicate clearly with patients and staff in person and by phone

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.

Pay: $20.00 - $25.00 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Retirement plan
Vision insurance

Work Location: In person

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.
 
Qualifications: