Medical Office Receptionist

Job Title:

• Medical Office Receptionist (Registration Rep) – Physician Practice

Department:

• Front Desk/Clerical

Reports to:

• Front Office Coordinator

FLSA Status:

• Non-Exempt

Job Description/Summary:

The Medical Office Receptionist (Front Desk/Clerical)

• The Medical Office Receptionist is responsible for patient registration, scheduling, insurance verification, collections, and maintaining a welcoming front-office environment. This role requires professionalism in communication, sensitivity to confidential matters, familiarity with medical terminology, and strong problem-solving skills.

Mission Statement:

• At Allergy Asthma & Immunology Specialists, our mission is to be the leading caregiver for patients of all ages in the region with allergies, chronic respiratory problems, and immune system deficiencies.

T.E.A.M Core Values:

• T – Trust
  We do the right thing, always. With honesty, professionalism, and strong ethical standards, we honor commitments, protect confidentiality, and act with transparency. Integrity builds the trust that forms the foundation of every patient relationship and every interaction with our colleagues.
• E – Excellence
  We make quality personal. Pursuing better, always. We bring energy, professionalism, and a passion for continuous improvement, so patients and team members experience the very best.
• A – Accountability
  We take ownership. Each of us is responsible for delivering results, being proactive, and following through. We don’t make excuses—we find solutions and make it happen.
• M – Mission-Driven
  We work as one office, one team, with one mission: to make a difference in the lives of our patients and communities. Every decision, big or small, reflects our purpose to serve with compassion, innovation, and integrity.

Standards:

• Equal Opportunity Employer
  • No discrimination based on race, religion, gender, military/veteran status, color, or national origin.
• Policy and Procedures
  • Refer to the Employee Handbook for more employee details
  • Adheres to all additional policies and procedures set by the practice
  • Completes all mandatory education requirements as required by the job role

Essential Job Duties

• Greet and check in patients/visitors, direct them appropriately, and maintain lobby/office cleanliness.
• Answer phones, route calls, and operate office equipment (fax, copier, printer).
• Scan, distribute, and manage documents, forms, and consents.
• Collect and update demographic, ID, and insurance information in patient charts.
• Verify insurance coverage (system or phone) and process referrals/authorizations.
• Schedule all appointment types and support smooth patient flow.
• Collect, post, and reconcile patient payments (copays, deductibles, balances, self-pay).
• Prepare reports, schedules, and end-of-day reconciliation.
• Maintain provider referral lists, office supplies, and inventory.
• Access and update insurance information via online portals.
• Maintain accurate patient documentation, consent forms, and charts.
• Support patient flow, scheduling, pre-registration, insurance verification, and cross-site coverage for all businesses.
• Participate in staff meetings, cross-training, and continuous improvement of the front desk and risk management processes.
• Deliver professional, compassionate care and effectively communicate with patients, families, staff, and external contacts.
• Report misconduct or unusual activities and assist with special projects as assigned.
• Flexibility to travel between sites as needed.
• Perform other duties as assigned
• Employment with Guardian Medical Management, LLC may also involve work with its affiliates, including but not limited to East Alabama Allergy and Asthma, PLLC (Allergy Asthma & Immunology of East Alabama, Central Alabama, and West Georgia), Chateau de la Bella, LLC, Infusion Care, LLC, and Medicus Specialty Pharmacy, LLC.

Knowledge, Skills & Abilities (KSAs)

• Knowledge of patient care operations, infection control, safety standards, and HIPAA regulations.
• Familiarity with billing, insurance, and medical coding
• Proficiency with electronic health record (EHR) systems, Microsoft Office Suite, and standard office equipment.
• Strong verbal and written communication skills with a professional, courteous demeanor.
• Excellent organizational and time management skills, with accuracy and attention to detail
• Ability to provide exceptional customer service and maintain professionalism under pressure.
• Ability to handle confidential information with discretion and in compliance with regulations.
• Ability to work collaboratively with a diverse team and adapt to changing priorities.
• Ability to maintain regular, reliable attendance to ensure continuity of patient care and office operations.

Population Served:

• All ages

Position Qualifications:

• Minimum Education
  • High School Diploma
• Minimum Experience
  • N/A
• Required Registration / License / Certification
  • N/A
• Preferred Education
  • Associates or Bachelor’s degree in Business or a Health-Related Field
  • Knowledge of ICD-10 and CPT coding
• Preferred Experience
• Prior experience with electronic health records
• Prior experience working with insurance companies
• 1 to 2 years of healthcare experience
• 2 to 3 years of Customer service experience
• Preferred Registration / License / Certification
  • CPR Certification (or willingness to obtain)
• Other Requirements
  • N/A

Physical Requirements / Environmental Demands:

• Physical Demands
  • Coordination, manual, and physical dexterity sufficient to properly and adequately use various items of medical equipment and office equipment as required of the position or directed
  • The position may involve sitting, standing, bending, and stopping. Repetitive motion or fixed position for prolonged periods.
  • Employee must be capable of lifting up to 25 pounds
• Environmental Demands
  • Normal medical office environment: this environment may involve dealing with a high traffic volume of patients and stressful situations requiring the ability to think cleaning, work independently, respond quickly, communicate effectively, and to be able to perform multiple tasks simultaneously, while staying organized.