Department: Clinical & Administrative

Classification: Full-Time — 40 hours/week

Schedule: Monday – Friday, 8:00 AM – 5:00 PM (or 4 days × 10 hours)

Reports To: Office Manager / Lead Medical Assistant / Front Desk Lead

FLSA Status: Non-Exempt

POSITION SUMMARY

The Float at Clear Choice Dermatology is one of the most versatile and valuable members of the clinic team. Fully trained in both the Medical Assistant/Scribe and Front Desk Receptionist roles, the Float steps into wherever the clinic needs them most — whether that's rooming patients, scribing for a provider, managing check-in and check-out, or providing cross-office coverage during staffing gaps. No two days look the same, and that's exactly the point.

The Float is not a backup plan — they are a skilled, dependable professional who has demonstrated competency in both clinical and administrative functions and can transition between them with confidence and without disruption to patient flow. Clear Choice Dermatology relies on this position to ensure that every location runs smoothly regardless of staffing changes, volume surges, or unexpected absences. The right person for this role thrives on variety, adapts quickly, and brings the same professionalism and quality to every assignment.

CORE RESPONSIBILITIES

Medical Assistant / Scribe Duties

• Room patients promptly and professionally; obtain medical histories, chief complaints, and vital signs with accuracy and a warm, patient-centered approach
• Assist providers during dermatological examinations and procedures including biopsies, excisions, ED&C, cryotherapy, laser surgery, suture removals, allergen patch testing, wound checks, injections, cultures, and PDT
• Scribe and document all patient encounters accurately in real time within the EHR — including history, physical exam findings, diagnoses, procedures, prescriptions, and patient instructions — ensuring billing codes are generated before patient discharge
• Prepare, clean, and restock exam rooms between each patient; maintain instrument cleanliness and back-office organization throughout the clinic day
• Educate patients on treatment plans, prescribed medications, post-procedure care, and follow-up expectations as directed by the provider
• Submit prescriptions, lab requisitions, and pathology requests as directed; schedule follow-up appointments and enroll patients in appropriate recall systems
• Triage and respond to patient calls, tasks, intramails, faxes, and medication refill/prior authorization requests by end of each business day
• Serve as a knowledgeable liaison between patients and providers; address follow-up questions and ensure no patient concern goes unresolved
• Perform clerical and IT tasks related to medical documentation, referrals, and physician quality/MIPS reporting as directed
• Adhere strictly to HIPAA, OSHA, and CLIA standards at all times

Front Desk / Check-In Duties

• Welcome each patient promptly and professionally upon arrival; manage patient flow and update statuses in the EHR in real time
• Verify and update patient demographics, insurance information, PCP/referring physician, and PHI at every visit; scan insurance cards, driver's license, referrals, and medical records per practice protocol
• Review HMO referrals and authorizations before check-in; obtain signed waivers or escalate to the Office Manager for missing authorizations
• Inform patients of outstanding balances at check-in; collect payments or direct to checkout as appropriate
• Monitor patients in the waiting area; proactively communicate wait times and keep the front desk and waiting area clean and welcoming
• Contact no-show patients to reschedule; assess no-show fees per policy; set recall and document in the EHR

Front Desk / Check-Out Duties

• Review the encounter form to determine applicable CPT codes and charges; enter in the EHR using the current fee schedule
• Collect copays, coinsurances, deductibles, and outstanding balances; explain all fees clearly and courteously
• Schedule all follow-up appointments and recommended treatments; enroll every patient in the appropriate recall system including melanoma, aesthetic, and product-related recalls
• Dispense provider-recommended retail products; obtain all required signatures and informed consent documentation
• Provide receipts to patients (email preferred); verify ABN documentation is scanned for potentially non-covered procedures
• Reconcile daily receipts and collections; balance the day's collections and complete end-of-day closeout procedures

Phone Coverage

• Answer all incoming calls within 3 rings in a warm, professional manner; route appropriately based on call type — clinical questions to the MA, billing questions to the Billing Manager, complaints to the Office Manager
• Take accurate, complete messages per practice protocols; use Tasks in the EMR to communicate internally — no Post-It notes
• Return all calls, messages, and faxes by the end of the business day without exception

Cross-Office Flexibility

• Cover front desk or Medical Assistant/Scribe duties at any Clear Choice Dermatology location as directed by the Office Manager or Regional Manager — flexibility is a core expectation of this role, not an occasional ask
• Adapt quickly to each location's provider preferences, staff dynamic, and daily workflow without disrupting patient flow or team operations
• Communicate arrival time, location assignment, and any operational observations to the Office Manager following each cross-office assignment
• Maintain reliable transportation and the ability to travel between CCD locations on short notice when coverage needs arise

General Duties

• Maintain patient confidentiality and full compliance with HIPAA, OSHA, and applicable regulatory standards at all times
• Assist with supply management, office organization, and any administrative tasks as directed by the Office Manager
• Engage actively in team collaboration and bring a positive, solutions-oriented attitude to every assignment, every day, at every location
• Perform other duties or special projects as assigned by the Office Manager or Practice Leadership

DAILY STRUCTURE

Morning

• Arrive 15 minutes before the scheduled start time at the assigned location; confirm role assignment (back office or front desk) and daily responsibilities with the Office Manager
• Set up the assigned area — exam rooms or front desk — and confirm supplies, equipment, and systems are ready before the schedule begins
• Triage and action any outstanding voicemail, tasks, or faxes before the first patient is seen

During the Day

• Perform assigned duties — clinical or front desk — with the same accuracy and professionalism expected of a permanent team member at that location
• Communicate openly with the Office Manager and team leads throughout the day; flag coverage needs, workflow concerns, or patient issues promptly
• Be prepared to shift roles mid-day if clinic needs change — the Float is most valuable when they respond to what the clinic needs, not what was originally planned

End of Day

• Complete all documentation, closeout procedures, and end-of-day tasks for the assigned role at the assigned location
• Confirm the next day's assignment with the Office Manager; prepare for any travel or early logistics needed
• Leave the workspace clean, stocked, and ready for the next day

POSITION REQUIREMENTS

Education & Experience

• High school diploma or GED required
• Minimum 2 years of experience in a medical office setting preferred but not required; experience in both clinical and front desk functions is a significant advantage
• Dermatology or specialty practice experience preferred but not required
• Prior EMR/EHR experience strongly valued; EMA/Modernizing Medicine experience a plus

Skills & Competencies

• Demonstrated competency in both Medical Assistant/Scribe and Front Desk Receptionist functions — this role requires genuine proficiency in both, not just familiarity
• Proficiency with EMR software (EMA/Modernizing Medicine preferred), Microsoft Word, and Outlook
• Accurate and efficient data entry; ability to type a minimum of 60 WPM
• Working knowledge of contracted insurance plans, HMO authorization processes, and HIPAA policies
• Strong verbal and written communication skills with professional, warm phone etiquette
• Exceptional organizational and multitasking skills; able to shift between clinical and administrative functions without losing accuracy or momentum
• Ability to adapt quickly to different locations, providers, and team environments with professionalism and composure
• Reliable transportation required; ability to travel between Clear Choice Dermatology locations as directed
• Team-oriented, solutions-focused mindset aligned with Clear Choice Dermatology's culture of care, flexibility, and operational excellence

PHYSICAL DEMANDS

• Active role requiring walking, squatting, bending, and reaching for approximately 75% of the shift; standing 25%
• Occasional lifting of 20–40 lbs (up to 25% of the time)
• Ability to grasp, pinch, and reach above shoulder height; manual dexterity for instrument handling, keyboard use, and multi-line phone operation
• Vision correctable to 20/20; hearing adequate for telephone communication and patient interactions
• Mental capacity to quickly and accurately enter patient demographics, scan documents, and manage multiple check-ins simultaneously
• Tact and composure to handle challenging patient interactions and high-pressure situations professionally

WORKING CONDITIONS

• Work is performed across multiple Clear Choice Dermatology outpatient clinic locations; travel between sites is a regular and expected part of this role
• Assignments may change day-to-day based on staffing needs, volume, and coverage requirements across the region — schedule flexibility is essential
• Professional uniform required at all times at every location; maintain a positive, polished appearance regardless of assignment
• Occasional extended hours may be required during high-volume days or to support cross-office coverage needs
• All HIPAA, OSHA, and CLIA guidelines must be observed at all times at every location

WORK STANDARDS

• Arrive 15 minutes before the scheduled start time at the assigned location — whether it's your home clinic or a cross-office assignment
• Perform every assignment — clinical or administrative, at any location — with the same quality and professionalism you would bring on your best day at your own clinic
• Complete all tasks within practice-established timelines; proactively communicate any concerns, delays, or coverage issues to the Office Manager
• Adhere strictly to HIPAA, OSHA, and CLIA guidelines at all times and at every location
• Report any equipment concerns, workflow issues, or compliance observations to the Office Manager at the assigned location promptly
• Represent Clear Choice Dermatology with professionalism, adaptability, and genuine commitment to every patient and team you serve
• Perform other duties as assigned by the Office Manager or Practice Leadership