Front Office Assistant, HRHMG Operations

Job Title: Medical Office Front Desk Coordinator

FTE-Non-Exempt

About Us

Welcome to Hudson Regional Health

Technology Transforming Care

Hudson Regional Health is a newly unified healthcare network serving Hudson County through four hospitals.

Together, these hospitals form a single, integrated system with a shared vision - to deliver modern, patient-first care supported by innovation. From robotic-assisted surgery and AI-powered diagnostics to real-time monitoring and precision neurosurgery, HRH is redefining what’s possible in community healthcare.

Patients across the region now have access to state-of-the-art procedures and nationally recognized specialists, all within a connected, local network designed to put care first.

Our Services

We focus on the care our patients need most, delivered with precision, innovation, and a commitment to excellence.

• Advanced Emergency Services - 24/7 emergency departments across all four hospitals
• Robotic-Assisted Surgery - featuring the Da Vinci XI and ExcelsiusGPS systems
• Neurosurgery & Spine Care - including Stealth Navigation and precision-guided treatment
• Women’s Health & Maternity -comprehensive services tailored for every stage
• Imaging & Diagnostics - AI-enhanced systems for faster, more accurate results
• Outpatient & Specialty Care - coordinated care across multiple disciplines

Our Hospitals

Explore our hospitals and discover care that’s high-tech, high-touch, and close to home:

• Secaucus University Hospital, Flagship campus featuring the Robotic Surgery Institute and modernized emergency care.
• Bayonne University Hospital, A full-service community hospital offering personalized acute care.
• Hoboken University Hospital, A local leader in women’s health, family medicine, and outpatient services.
• The Heights University Hospital (Jersey City), Expanding access to state-of-the-art care in the heart of Jersey City.

What You'll Be Doing

The Medical Office Front Desk Coordinator is responsible for managing the front office, triage phone calls, scheduling, billing, filing and assisting with data entry and registration. A successful candidate will have good organizational skills and the ability to effectively communicate.

Essential Duties and Responsibilities

• Completes office activities such as filing, telephone answering techniques, preparation of documents, record retention, duplication, faxing, mail distribution, and ordering of supplies.
• Daily Tasks include, but are not limited to: confirming appointments, verify insurance, verify I.D. of each patient, pre-authorizations, no auto RX refills without Doctor’s permission, problem log, return phone calls, patient paperwork to be completed within 72 hours, patients are seen in order of scheduled appointment.
• Composes and prepares correspondence, invoices, reports, presentations and maintains appropriate files.
• Maintains and stocks supplies in designated areas; checks equipment for proper function, as assigned, and reports malfunction promptly.
• Prepares patient charts as required and has all proper consents signed. (Non-Clinical)
• Appropriately schedules appointments and meetings.
• Addresses patient complaints in a timely and effective manner
• Keeps in constant communication with Office Manager and Senior Practice Manager.
• Provides administrative and clerical support when necessary.
• HIPAA Compliance – complies with all of the Privacy and Confidentiality Policy and Procedures outlined in the “Privacy, Security and Confidentiality Agreement.
• Participates in department’s quality improvement plan.
• Maintains patient confidentiality and complies with HIPAA regulations
• Correctly schedules patient into EMR and bills appropriately.
• Acts as a messenger, when required
• Organizes the center’s calendars and is the liaison between medical professionals and patients.
• Other duties as assigned.

What We're Looking For

• High School Diploma or Equivalency
• 2-3 Years Medical Office experience required; OB experience preferred
• Bilingual English/Spanish
• Basic working knowledge of Microsoft Office (WORD, EXCEL)
• One (1) year of experience in customer service or reception, preferably in a health care environment.
• Prevents, calms, or defuses irate callers and patients by working with them to identify concerns and properly directs calls.
• Knowledge of medical terminology and organization services.
• Outstanding verbal and written communication skills, customer service skills, phone etiquette and works well in a fast-paced dynamic atmosphere.
• Team-oriented mentality.
• Ability to multi-task and work independently while being detail oriented.
• Displays extraordinary customer service skills in person, telephone and written communications.

What We Offer

• Competitive compensation based on experience and qualifications: When determining the compensation, several factors may be considered including, years of relevant experience, credentials, union contracts, education, and internal equity.
• Comprehensive health, dental, and vision insurance
• 401K, Retirement savings plan
• Generous Paid Time Off (PTO) and paid holidays
• Tuition Reimbursement
• Opportunities for professional growth, development, and continuing education
• Employee wellness programs and resources

Influenza Vaccinations are a requirement for employment. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date, during the influenza season, if you are offered employment, unless you request and receive an approved medical exemption.

We are an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status, or any other characteristic protected by law.