Physicians’ Office Receptionist – Tremont

Location: Tremont Physician’s Office
Department: Physicians’ Office
Employment Type: Full-Time

Schedule

• Monday–Friday, 8:00 a.m.–5:00 p.m.

• Rotating Saturday coverage approximately every 5th or 6th Saturday, from 8:00 a.m.–12:00 p.m., at the Hopedale office.

The receptionist must be willing to provide scheduled Saturday coverage at the Hopedale office as part of the position.

HMC Offers

• Excellent benefits, including health, dental, vision, life, and disability insurance

• Quality childcare located on site

• HMC Wellness Center membership

• 401(k) plan with employer match

Join Our Team!

Hopedale Medical Complex is seeking a friendly, organized, and dependable Physicians’ Office Receptionist for our Tremont physician’s office. If you enjoy helping people, providing excellent customer service, and keeping an office running smoothly, we invite you to consider joining our team!

The Physicians’ Office Receptionist serves as an important first point of contact for patients, providing professional and compassionate service while coordinating appointments, managing patient information, answering calls, and supporting daily office operations.

Key Responsibilities

• Open the office and prepare the reception area for patients.

• Greet patients warmly and professionally, collect required information, and update patient records as needed.

• Answer incoming phone calls, assist with scheduling requests, transfer calls appropriately, and relay accurate messages to physicians and nursing staff.

• Schedule appointments based on provider availability and the type of service requested.

• Maintain accurate appointment schedules using the Medical Manager Appointment Scheduler or the appropriate scheduling system.

• Schedule follow-up appointments and provide written appointment reminders.

• Make reminder calls for upcoming appointments.

• Collect patient payments at the time of service and direct patients who need payment arrangements or financial assistance to the Physician Billing Office.

• Review patient superbills for required diagnoses and service information, apply appropriate billing codes within the scope of the position, and contact the Physician Billing Office for assistance when needed.

• Maintain office policies and procedures and assist with ordering and restocking supplies.

• Complete laboratory and outpatient service requisitions and direct patients to the appropriate department.

• Coordinate schedules for consulting physicians and communicate with their home offices according to established procedures.

• Complete daily closing procedures and other duties as assigned.

Additional Responsibilities When Providing Satellite Office Coverage

The receptionist may be asked to assist at other HMC physician offices, including satellite locations, based on staffing and operational needs. Duties may include:

• Preparing patient charts and ensuring previous progress notes, laboratory results, imaging reports, and other relevant records are available for scheduled appointments.

• Completing laboratory, imaging, and other service requisitions as ordered.

• Preparing documentation and completing procedures for the following day's appointments.

• Gathering information from callers requesting medication refills and forwarding requests according to office procedures.

• Assisting nursing staff or medical assistants with exam room turnover between patients.

• Maintaining a clean, organized office environment, including reception areas, exam rooms, restrooms, and designated refrigerators or freezers. Using appropriate personal protective equipment when handling cleaning products.

• Completing daily accounting records, batch control documentation, patient census sheets, and other required forms.

• Managing patient medical records, including timely filing, printing, and record retention procedures.

• Preparing and handling flight bags and other materials as required by the office.

• Processing prescription pickup documentation and payments for medications delivered by the HMC Pharmacy, as applicable.

• Activating the telephone answering system at the end of the business day.

• Assisting with other office duties as needed.

Qualifications

• High school diploma or equivalent required.

• Excellent customer service and interpersonal skills, with a compassionate and patient-focused approach.

• Proficiency in Microsoft Office.

• Strong organizational skills and the ability to multitask while remaining calm under pressure.

• Ability and willingness to provide coverage at HMC physician offices as needed, including Atlanta, Delavan, Mackinaw, Manito, and Hopedale.

• Previous medical office experience preferred.

• Knowledge of medical terminology and diagnosis and procedure coding preferred.

Why Work at HMC?

At Hopedale Medical Complex, we believe quality healthcare begins with a team that cares. Our employees play an important role in creating a positive patient experience, supporting our providers, and serving the communities around us. Join a team where your work makes a difference!

Employment is contingent upon successful completion of applicable background checks and pre-employment screening requirements.

Equal Employment Opportunity

Hopedale Medical Complex is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, military status, or any other characteristic protected by applicable federal, state, or local law.

Hopedale Medical Complex provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law. Applicants who require an accommodation during the application or hiring process may contact Human Resources.