Medical Receptionist

POSITION OVERVIEW

The Medical Receptionist serves as the first point of contact for patients, visitors, providers, and staff. This position is responsible for front desk operations including patient registration, appointment scheduling, insurance verification, chart preparation, payment collection, and administrative support functions. The Medical Receptionist plays a critical role in creating a positive patient experience while ensuring accurate and efficient clinic operations.

Employees in this position must demonstrate professionalism, excellent customer service, attention to detail, and the ability to effectively manage multiple responsibilities in a fast-paced healthcare environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Patient Check-In

• Welcome patients, visitors, and vendors in a professional and courteous manner.
• Verify and update patient demographic and insurance information.
• Scan insurance cards, photo identification, and required documents into the electronic medical record.
• Assist patients with completion of registration forms, consents, questionnaires, and other required documentation.
• Verify patient eligibility and insurance benefits prior to appointments.
• Identify and communicate insurance eligibility issues to patients and appropriate staff.
• Monitor provider schedules and communicate patient arrival status to clinical staff.
• Assist with same-day schedule adjustments and add-on appointments as needed.

Patient Check-Out

• Schedule follow-up appointments according to provider instructions.
• Collect co-pays, deductibles, outstanding balances, and other patient payments.
• Process payments accurately and maintain proper cash handling procedures.
• Complete end-of-day balancing and reconciliation procedures.
• Prepare and secure daily deposits according to company procedures.
• Process patient paperwork fees, FMLA fees, and other applicable administrative charges.

Chart Preparation & Administrative Support

• Prepare patient charts in advance of appointments.
• Review charts for missing documentation including questionnaires, consents, and insurance information.
• Verify insurance eligibility and document applicable patient responsibility amounts.
• Resend electronic patient paperwork invitations as needed.
• Prepare records and documentation for scanning and coordination with Medical Records.
• Process incoming and outgoing mail, courier materials, and office correspondence.
• Maintain reception and waiting areas in a clean, organized, and professional manner.
• Assist with general clerical and administrative duties as assigned.

Team & Operational Support

• Provide front desk coverage at assigned office locations as needed.
• Maintain patient confidentiality and comply with all HIPAA regulations.
• Demonstrate professionalism and positive communication with patients, coworkers, providers, and referring offices.
• Support departmental goals, workflow efficiency, and patient satisfaction initiatives.
• Perform other duties as assigned.

EDUCATION, EXPERIENCE & KNOWLEDGE REQUIREMENTS

Education

• High School Diploma or equivalent

Experience

• 2 years of customer experience including face-to-face interactions and heavy phone usage (preferred)
• Minimum 1-year experience in healthcare, medical office or hospital setting (preferred)
• Experience working in a team focused environment
• Competence with computers and the MS Office Suite

Knowledge & Skills

• Intermediate-Advance level ability in the Microsoft Office Suite: Word, Excel, PowerPoint
• Ability to communicate and articulate complex information simply.
• Self-motivated, enthusiastic, and a positive attitude.
• Ability to handle a multitude of different situations; sometimes simultaneously.
• Must possess strong organizational skills.
• Maintains a positive, optimistic outlook.
• Has a willingness to be challenged and to gain mastery in new areas.
• Goes the extra mile for others.
• Strong attention to detail.
• Ability to operate effectively in a fast-paced environment that requires multi-tasking.