Front Office Medical Receptionist

Medical Receptionist – Job Description

Department: Front Office

Reports To: Front Office Manager

FLSA Status: Non-Exempt

Employment Status: Full Time, Hourly

Work Schedule: Monday - Friday 8:00am - 5:00pm

Work Model: In Office

Date Revised: 8/4/2026

Position Summary:

The Medical Receptionist is responsible for supporting daily front office operations, including patient reception, scheduling, telephone coverage, insurance verification, and administrative support. This role ensures efficient patient flow, accurate documentation, and a professional, welcoming environment while maintaining compliance with HIPAA and clinic policies.

Essential Duties & Responsibilities:

Patient Reception & Front Desk Operations

• Greet and assist patients in a professional and courteous manner in person and by phone
• Check patients in and out efficiently, ensuring all required documentation is completed
• Notify clinical staff of patient arrival and manage patient flow in the lobby
• Maintain a clean, organized, and professional waiting area and patient-facing spaces
• Assist patients with questions, concerns, and general office navigation

Scheduling & Phone Support

• Schedule, reschedule, and cancel patient appointments as needed
• Optimize provider schedules to support efficient clinic operations and patient satisfaction
• Answer and route incoming phone calls; return voicemails as assigned
• Monitor patient portal messages and appointment requests and route appropriately
• Follow up on missed appointments and no-shows when required

Registration, Insurance & Financial Tasks

• Collect and verify patient demographic, insurance, and identification information
• Verify insurance eligibility and prepare accounts for upcoming visits
• Collect copays, outstanding balances, and other patient payments
• Accurately enter and update patient information in the electronic health record system (Athena)
• Prepare patient accounts and visit documentation as needed

Medical Records & Documentation

• Prepare, scan, file, and maintain patient charts and records (paper and electronic)
• Ensure records are complete, accurate, and compliant with HIPAA regulations
• Process incoming and outgoing faxes, mail, and electronic documents
• Upload and route documentation to appropriate staff or departments
• Manage task lists, inboxes, and “extra folders” within Athena, delegating items appropriately

Follow-Ups

• Review the previous day schedule and ensure follow-up appointments are scheduled or ticklers are created.
• Contact patients to schedule recommended follow-up appointments, procedures, or care visits as indicated by the provider in the visit.
• If not indicated in the visit, follow the CQI policy for follow ups.
• Maintain accurate documentation of all patient outreach and scheduling attempts in the patient chart.
• Support continuity of care by ensuring no recommended follow-ups are missed or delayed.

Administrative & Office Support

• Maintain office supplies and support general inventory needs
• Assist with copying, printing, and preparation of patient forms and packets
• Support data entry for new patient registration and updates
• Maintain cleanliness and organization of front office areas, including lobby and patient restroom when assigned
• Complete end-of-day tasks such as closing out drawers and system reports (e.g., TOS in Athena).
• Perform other duties and cross-functional responsibilities as assigned, consistent with training, qualifications, and operational needs, to support patient care, staffing coverage, and efficient clinic operations.

Qualifications:

Education and Experience

• High school diploma or equivalent required
• Valid California driver’s license required
• Minimum 1 year of receptionist, clerical, or healthcare administrative experience preferred, but not required

Skills and Abilities

• Strong communication skills, both verbal and written
• Ability to provide professional and empathetic customer service in a healthcare setting
• Excellent organizational skills and ability to manage multiple priorities
• High attention to detail and accuracy in data entry and scheduling
• Basic computer proficiency, including electronic health records and standard office software
• Ability to work effectively with patients who may be stressed or upset

Physical Requirements:

• Ability to sit, stand, and walk for extended periods.
• Manual dexterity to operate office equipment.
• Occasional lifting of up to 25 lbs.

Supervisory Responsibilities:NONE

Job Type: Full-time

Pay: $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $22