Front Desk Receptionist

Summary

The Front Desk Receptionist (Check-In / Check-Out) plays a critical role in delivering an exceptional patient experience in a dermatology clinic. This position is responsible for managing all aspects of the front office workflow, including patient check-in, check-out, scheduling, insurance verification, and financial collections.

As the first and last point of contact, this role requires professionalism, efficiency, strong communication skills, and a consistently positive attitude. The Receptionist ensures smooth patient flow, accurate documentation, and compliance with all regulatory and practice standards.

ESSENTIAL DUTIES & RESPONSIBILITIES

Check-In Responsibilities (CIR)

• Welcome patients, visitors, and vendors in a friendly, prompt, and professional manner
• Direct patients appropriately and ensure a positive first impression
• Ensure completion of all required documentation, including intake forms, consents, and sign-in procedures
• Accurately enter and/or update patient demographics in the EMR system
• Verify insurance eligibility, benefits, referrals, and authorizations prior to service
• Maintain patient flow and communicate delays or issues to clinical staff
• Ensure front office and waiting area are clean, organized, and ready for daily operations
• Open and prepare the office for business each day; assist with end-of-day closing and security procedures

Check-Out Responsibilities (COR)

• Greet patients at check-out and provide prompt, courteous assistance
• Review provider orders and treatment plans to coordinate follow-up care
• Schedule follow-up appointments based on provider recommendations
• Enter patients into recall system (e.g., annual skin exams) when appointments are not scheduled
• Process product sales and ensure proper documentation and dispensing
• Maintain prescription logs accurately and daily
• Create recall appointments (e.g., 3-week follow-up )
• Collect all patient financial responsibilities, including co-pays, deductibles, coinsurance, and outstanding balances
• Process refunds or apply credits as needed; communicate with billing department for approvals
• Post charges daily once provider documentation is completed
• Balance daily collections, reconcile deposits, and enter into Daily Net Revenue (DNR) tracking system
• Prepare and complete daily bank deposits in accordance with practice policy

COMMON GENERAL DUTIES

• Maintain strict patient confidentiality in accordance with HIPAA regulations
• Adhere to OSHA and all applicable healthcare compliance standards
• Follow all company policies, procedures, and workflows
• Provide excellent customer service with a positive, professional demeanor at all times
• Utilize proper telephone etiquette, including call handling, holds, and message routing
• Communicate effectively and work collaboratively with providers, leadership, and team members
• Report broken equipment, safety hazards, or facility concerns to management promptly
• Complete all assigned tasks within established timelines
• Maintain regular attendance and punctuality (arrival required at least 15 minutes prior to clinic opening)
• Perform additional duties as assigned

Education & Experience

• High school diploma or equivalent required
• Minimum 1–3 years of medical front office or customer service experience preferred
• Dermatology or specialty clinic experience strongly preferred

Knowledge, Skills & Abilities

• Strong communication and interpersonal skills
• Excellent organizational and multitasking abilities
• Ability to work efficiently in a fast-paced, high-volume environment
• Knowledge of medical terminology, insurance verification, and scheduling processes
• Experience with EMR/practice management systems preferred
• Strong attention to detail and accuracy in data entry and financial transactions

PROFESSIONAL STANDARDS

• Maintain a professional appearance and demeanor at all times
• Demonstrate honesty, integrity, and strong work ethic
• Exhibit a “team-first” attitude with willingness to support clinic operations as needed
• Ability to take direction and feedback from Practice Administrator and Physician leadership
• Consistently reflect a positive, patient-centered attitude

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting, standing, and computer use
• Ability to perform repetitive tasks such as typing and phone use
• Occasional lifting of up to 15 pounds

WORK ENVIRONMENT

• Fast-paced dermatology clinic with high patient volume
• Frequent interaction with patients, providers, and staff
• Exposure to confidential and sensitive information

FLEXIBILITY CLAUSE

This job description is intended to provide a general overview of the position. The Practice reserves the right to modify, adjust, or revise duties and responsibilities as needed in coordination with Practice Leadership and Physicians.