General Statement

This position performs a variety of receptionist, clerical, and patient-related duties in a medical practice. The Receptionist provides support to patients by coordinating communication with clinical staff and physicians, including telephone messages, appointment scheduling, payment collection, patient charting, insurance information, and patient check-in. The Receptionist serves as an important first point of contact and is expected to provide professional, courteous, and compassionate service to all patients and visitors.

Duties and Responsibilities

• Greet and direct patients, sales representatives, visitors, and other guests in a prompt, courteous, and professional manner.
• Answer, screen, and direct incoming telephone calls before the third ring whenever possible.
• Respond to routine telephone inquiries, direct callers to the appropriate personnel, or initiate triage messages for response by clinical staff.
• Schedule and manage patient appointments and accurately enter appointment dates and times into the computerized scheduling system.
• Register patients by verifying that demographic, insurance, and medical record information is current and accurate.
• Make appropriate updates to patient information in the computer system and assist patients with the registration process as needed.
• Organize and maintain patient charts and filing systems in accordance with established procedures.
• Copy medical records according to established policies and procedures.
• Evaluate insurance requirements, insurance coverage, payment agreements, referrals, and basic chart information; follow up as appropriate.
• Collect patient payments and reconcile daily cash reports accurately.
• Process no-shows and cancellations according to established guidelines and policies.
• Manage the patient waiting area and ensure that patients are properly checked in and directed to the appropriate area.
• Maintain a clean, organized, and welcoming reception and waiting area.
• Conduct monthly patient recalls in accordance with established guidelines.
• Receive mail, packages, and correspondence for the practice.
• Maintain accurate records and update databases and electronic systems as needed.
• Provide patients with routine information regarding office services, procedures, and policies.
• Handle patient and practice information with appropriate confidentiality and discretion to HIPPA standards.
• Coordinate with clinical and administrative staff to address patient needs and ensure effective communication.
• Sell products to patients in accordance with physician orders and established office procedures.
• Rotate front-office responsibilities according to office needs and the established rotating schedule.
• Attend required staff and departmental meetings.
• Monitor office supplies and notify the administrative office when supplies need to be replenished.
• Perform other related duties as assigned.

Bilingual Responsibilities

For bilingual employees, additional responsibilities may include:

• Provide interpretation services for patients, physicians, clinical staff, and other personnel as needed.
• Translate written documents and patient-related materials on occasion.
• Assist with communication between patients and staff when language assistance is required.

• Previous receptionist, customer service, or administrative experience preferred.
• Excellent verbal and written communication skills.
• Professional, friendly, and customer-focused attitude.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize responsibilities.
• Proficiency with Microsoft Office, Google Workspace, or similar office software.
• Ability to maintain confidentiality and exercise good judgment.
• Strong attention to detail and problem-solving skills. 
• Bilingual: English/Spanish preferred