Medical Receptionist / Front Office Assistant

Job Summary

Dermatology Associates of West Michigan is seeking a friendly, dependable, and detail-oriented Medical Receptionist / Front Office Assistant to join our front office team.

This patient-facing role is responsible for creating a positive first impression for patients and visitors while supporting the daily operations of a busy dermatology office. The Medical Receptionist / Front Office Assistant assists with patient check-in and check-out, appointment scheduling, answering phones, verifying patient demographic and insurance information, collecting payments, and helping maintain smooth patient flow throughout the office.

The ideal candidate has strong customer service skills, is comfortable working in a fast-paced medical office environment, and communicates with patients, providers, and team members in a calm, professional, and helpful manner.

Primary Job Responsibilities

• Greet patients, visitors, and guests in a warm and professional manner upon arrival.
• Assist patients with the check-in and check-out process.
• Schedule patient appointments according to office policies and provider availability.
• Use the scheduling system to match patient preferences with available appointment times.
• Answer phones and assist patients with appointment questions, office information, provider information, and general front office processes.
• Maintain accurate and up-to-date patient demographic, insurance, and appointment information.
• Verify patient information and update records as needed.
• Communicate schedule changes, cancellations, additions, and delays with patients, providers, and clinical staff.
• Help facilitate patient flow and keep patients informed of any delays.
• Provide excellent customer service while communicating with patients calmly, respectfully, and professionally.
• Explain financial responsibilities to patients or responsible parties.
• Collect copays, balances, and other patient payments according to office collection protocols.
• Accurately handle cash, balance the till, process financial transactions, and print batch reports as needed.
• Maintain a clean, organized, and welcoming reception area and patient waiting area.
• Communicate patient concerns, scheduling issues, or difficult situations to the appropriate manager or team member.
• Follow all office policies and procedures related to safety, security, HIPAA, OSHA, OIG compliance, and confidentiality.
• Safeguard patient information and computer system passwords at all times.
• Perform other administrative and front office duties as assigned.

Education

• High school diploma or equivalent required.

Experience

• Two years of experience in customer service, reception, front desk, administrative support, or a patient-facing role preferred.
• Previous experience in a medical office, healthcare setting, dermatology office, or patient registration role is preferred but not required.
• Experience with patient scheduling, insurance verification, payment collection, or electronic medical records is helpful.

Skills and Qualifications

• Strong customer service and communication skills.
• Professional, friendly, and patient-focused attitude.
• Ability to work in a fast-paced medical office environment.
• Strong attention to detail and accuracy.
• Comfortable using computers, phones, scheduling systems, and standard office equipment.
• Ability to multitask, prioritize, and stay organized.
• Reliable, dependable, and able to work well as part of a team.
• Ability to remain calm and professional when assisting patients or handling difficult situations.
• Ability to maintain confidentiality and follow HIPAA guidelines.

Equipment Used

Standard office equipment including computers, telephones, printers, copiers, scanners, fax machines, scheduling software, and electronic medical record systems.

Work Environment

This position is performed in a busy clinical office setting. The role involves frequent interaction with patients, visitors, providers, clinical staff, and administrative team members. The position may involve periods of high patient volume, frequent phone and computer use, and the need to manage multiple tasks at one time.

Physical Requirements

This position requires the physical and mental ability to perform tasks normally associated with a medical receptionist and front office role. This includes sitting for extended periods of time, frequent computer and phone use, occasional standing, walking, reaching, and lifting.

Other Duties

This job description is not intended to be a complete listing of all duties, responsibilities, or activities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.