Front Desk Receptionist

Position Summary
The Front Desk Receptionist is the first point of contact for all patients and visitors and plays a key role in ensuring smooth daily clinic operations. This position is responsible for patient check-in and check-out, appointment scheduling, insurance verification, medical record management, and maintaining an organized, welcoming reception environment. The role requires exceptional communication, attention to detail, and the ability to manage multiple tasks in a fast-paced clinical setting.

Key Responsibilities

1. Opening Procedures

• Arrive 30 minutes prior to clinic opening to prepare for the day.
• Power on computers, phone system, and review emails and messages.
• Ensure the waiting room is clean, tidy, and stocked with required forms and materials.
• Review the day’s schedule, noting urgent cases or provider instructions.
• Check for cancellations, reschedules, or new patient registrations.

2. Patient Check-In

• Greet patients warmly and verify appointment details.
• Collect and confirm insurance information, photo ID, and referral forms.
• Ensure all new patient intake documents are completed (intake, medical history, HIPAA forms).
• Verify and update patient demographics within the EHR.
• Upload current insurance card, photo ID, and forms into the patient’s file at every visit.
• Collect co-pays and any outstanding balances; provide receipts.
• Notify clinical staff when patients are ready for rooming.

3. Phone & Message Management

• Answer incoming calls promptly and professionally.
• Schedule new and follow-up appointments based on provider availability.
• Process prescription refill requests following clinic protocols.
• Document all patient messages accurately in the EHR and route to appropriate staff.

4. Appointment Scheduling & Confirmations

• Schedule office visits, follow-ups, and infusion therapy appointments.
• Follow end-of-day scheduling standards: Patients scheduled until 4:15 PM, with two 4:00 PM slots and one 4:15 PM slot.
• Send appointment reminders (phone, text, or email) 24–48 hours before scheduled visits.
• Manage cancellations and reschedules efficiently and update the EHR accordingly.
• Maintain an organized waitlist for urgent or high-priority cases.

5. Patient Check-Out

• Schedule follow-up appointments before the patient leaves the clinic.
• Provide referrals, lab orders, imaging orders, or paperwork as required.
• Review treatment plans or provider instructions with the patient if needed.
• Confirm next steps regarding prior authorizations or insurance requirements.

6. Insurance & Billing Assistance

• Verify insurance benefits and coverage prior to appointments.
• Assist patients with billing, co-pay, and insurance-related questions.
• Communicate outstanding balances to patients and coordinate with the billing department.

7. Medical Records & Documentation

• Ensure all patient documents—including updated insurance and ID—are scanned and uploaded at each visit.
• Process incoming faxes such as referrals, lab results, and insurance authorizations.
• Fulfill medical record requests in accordance with HIPAA regulations.

8. Walk-Ins & Special Situations

• Assist walk-in patients with scheduling or rescheduling needs.
• Recognize urgent cases and alert appropriate staff immediately.
• Ensure proper documentation for emergency referrals or urgent care directives.

9. Closing Procedures

• Ensure all patients have been checked out and no outstanding items remain.
• Print or review the next day’s schedule for potential conflicts.
• Forward unresolved messages to the correct department or staff member.
• Secure sensitive documents, lock workstations, and power down equipment.
• Restock patient beverages and provide supply updates to Claudia or Christy.

Qualifications

• Previous medical office or customer service experience preferred.
• Familiarity with EHR systems (preferred).
• Strong communication and interpersonal skills.
• Ability to multitask in a fast-paced clinical environment.
• High attention to detail and accuracy.
• Professional, warm, and patient-centered demeanor.

Job Type: Full-time

Pay: From $17.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person

Salary : $17