Receptionist

Job Title: Receptionist

Department: 100

Reports To: Receptionist Lead

Classification: Non-exempt

Last Revised: March 2025

Position Summary

Greet patients in a pleasant, courteous, and professional tone, schedules appointments, routes clinical questions to the appropriate person, check patients in and out. Accept payments. Creates and updates patient records. 

PHI Access and Disclosure

All providers and staff must preserve the integrity and confidentiality of protected health information (PHI). Team members may access patient charts, demographic information, and when necessary financial information in order to provide quality care. A confidentiality agreement must be signed prior to receiving access.

Primary Responsibilities

• Welcomes patients and visitors,determinesthe purpose of visit, and directs them to
• appropriate person or department(s)
• Check patient in and out using EMA Patient Management (PM) software
• Enter new patient information into the EMA Patient Management software
• Send out new patient paperwork as needed
• Check incoming e-mail and intra-mail from patients as needed
• Request and update patient information asrequired
• Gathering photo IDs, insurance cards, by scanning and making copies if needed
• Entering appointments and changing appointments
• Enter portal settings in EMA

• Work waitlist to fill schedules
• Enter cancellation, DNKA (no show) and reschedule notes in our EMR (EMA)
• Move and reschedule patients as required or necessary
• Balance cash drawer daily against day sheet and Batch Posting completion
• Create a deposit for checks and cash from the cash drawer daily
• Enter payments, including co-pays, ROAs, and sales
• Make phone calls as requested
• Keep folders, necessary forms, applications etc. in supply at the front desk
• Keep the schedule full and up to date call on wait list as necessary
• Complete bank runs as needed
• Complete HIPAA forms as necessary
• Keep reception area desktops clean, trash emptied and floor vacuumed
• Keep the waiting room straightened up and keep a supply of patientinformation/practice brochures on hand
• Obituaries for the week need to be gone through daily
• Empty reception and waiting room and bathroom trash daily
• Vacuum and sweep waiting room and bathroom daily
• Pack the other office boxes/envelopes as needed
• Print provider and nurse schedules daily
• Scan all items into charts as necessary
• Check fax machinefrequentlyand distribute faxes to the correct department 

• Drive to satellite clinics as directed or required
• Complete scanning and moving files as necessary
• Request Insurance Authorizations and Referrals as needed 
• CheckRelatientPortal throughout the day
• Call on collections or send letters
• Perform translation services if applicable
• Train new employees as requested by supervisor
• Assistother departments and team members as needed
• Perform anyadditionalduties as assigned by the supervisor

Job Qualifications

• Ability to work independently and collaboratively as part of a team
• Strong initiative and attention to detail
• Effective verbal and written communication skills
• Ability to perform items listed in this job description
• Valid driver’s license
• Professional appearance including professional attire
• Proficiencyin Microsoft Office and practice management software