Medical Office / Front Desk Receptionist

Job Descriptions: Roles & Responsibilities- Reception/Front Desk Staff


Job Title:? Receptionist

Reports to:? Office Manager

Job Purpose: To perform reception and registration duties in support of the overall operations of the Clinic.



  • Schedules appointments: Schedules, coordinates, and reschedules patient appointments within electronic health record. Works in cooperation with nurses, practitioners, and program staff to accommodate scheduling requests. Maintains and updates current information on physician schedules ensuring that patients are scheduled properly.

  • Telephone operations: Answers telephone in a friendly and knowledgeable manner. Communicates clearly with callers. Transfers calls appropriately. Answers messages within acceptable time period.?

  • Registers patients: Obtains and enters new and updated patient demographics and insurance information into system to maintain accuracy for billing. ?Reviews all referral forms and related information for accuracy and completion according to office policies prior to accepting. Obtains insurance information and verifies coverage. Obtains insurance authorizations as needed.

  • Follows office procedures: Initiates confirmation calls to patients regarding upcoming Clinic appointments. Contacts and records rescheduling information for patient appointments according to policy. Processes requests for paper medical records, as needed, according to procedures. Responds to directives, as needed, to meet operations of the clinic. Assists with mail distribution. Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations.

  • Assists with billing activities: Verifies insurance and contacts representative, as needed. Collects payment from patients as appropriate. Submits payments to billing office.

  • Administrative Duties: Assists with various day to day administrative functions, as well as projects on an as needed basis.

  • Respect for All: Demonstrates high standards of consideration and respect for persons served (and families), supervisors, and co-workers.

  • Communication: Communicates concerns, problems, and important information in an appropriate and timely manner.

  • Teamwork: Contributes to daily work activities as a positive, supportive, participating member of the residence, classroom or department team.

  • Cooperates with Investigations: Appropriately responds to questions and related inquiries of investigations. Provides known information related investigations in an appropriate and timely manner.

  • Professional: Attitude, dress, and work performance meet or exceed agency standards of professionalism and compliance with the Employee Handbook.

  • Self-Development: Participates in professional development opportunities appropriate to individual growth and contributions agency and department operations.

  • Transitions of Care: Proactively contacts patients/families for appropriate follow-up care following a hospital admission or emergency department visit. Exchanges patient information with the hospital during a patient?s hospitalization (i.e. - Phone call or fax).

  • Care Coordination: Tracks and follows up on lab and/or radiology orders.

  • Population Management: Runs weekly Registry Reports. Contacts patients for overdue appointments, immunizations, and screenings. Contacts community service centers for information for patients. Promotes usage of the Patient Portal.




  • High School Diploma or equivalent

  • 2 ? 5 years? experience in medical office position

  • Computer literate in medical office program, Microsoft Word & Excel

  • High level of organizational skills

  • Knowledge of medical terminology and coding and billing

  • Experience working with individuals with disabilities



  • Occasional long periods of sitting.

  • Frequent standing and walking.

  • Occasional patient contact requiring lifting and transporting.

  • Occasional exposure to noise.

  • Occasional exposure of odors.

  • Occasional transport of patients in wheelchairs.

  • Frequent lifting, bending, stooping required.

  • Two person lifts required.

  • Frequent use of office equipment.


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