Virtual Front Desk Receptionist (Full-Time)

The Receptionist serves as the first point of contact for patients and visitors, providing exceptional customer service and administrative support to ensure the smooth operation of the office. The receptionist is responsible for managing appointments, coordinating patient inquiries, maintaining accurate records, and assisting in various administrative tasks.

Duties and Responsibilities:

• Medical Records Management:Maintain and update patient records, ensuring accuracy and confidentiality. Organize and file medical documents, test results, and correspondence.
• Other duties as assigned.
• Waiting Area Management: Keep the waiting area clean and organized, ensuring patients are comfortable while waiting. Provide reading materials or entertainment options as appropriate.
• Confidentiality:Maintain patient confidentiality and adhere to privacy regulations, such as HIPAA.
• Appointment Scheduling: Manage the appointment calendar using scheduling software, ensuring optimal time utilization and minimizing patient wait times. Coordinate appointments for new and returning patients, as well as reschedule or cancel appointments when necessary.
• Patient Flow Coordination: Monitor the flow of patients in the waiting area and inform medical staff of any delays or emergencies.
• Problem Solving:Handle patient concerns and complaints in a professional and empathetic manner. Escalate complex issues to the appropriate personnel.
• Patient Registration:Collect and update patient demographic and insurance information accurately. Verify insurance coverage and ensure necessary documentation is complete.
• Office Supplies and Inventory:Monitor and order office supplies, ensuring that essential items are stocked. Keep track of inventory and assist in maintaining a tidy and organized office environment.
• Data Entry and Filing:Enter patient information, appointments, and other relevant data into the office's electronic health records (EHR) system. Maintain accurate and up-to-date records.
• Greeting and Check-In:Warmly greet patients and visitors as they arrive at the office. Assist with the check-in process, verifying patient information and insurance details.
• Phone and Email Communication: Answer incoming phone calls and respond to emails in a courteous and professional manner. Address patient inquiries, provide information about services, and assist with prescription refill requests.
• Team Collaboration: Work closely with medical staff, nurses, and other administrative personnel to ensure a seamless patient experience. Communicate relevant patient information and special requests.

Qualifications and Skills:

• Strong interpersonal and communication skills.
• Professional appearance and demeanor.
• Excellent organizational skills and attention to detail.
• Ability to multitask and handle a fast-paced environment.
• Proficiency in using scheduling software, electronic health records (EHR) systems, and basic office software (e.g., Microsoft Office).
• Empathetic and patient-focused approach.
• Familiarity with medical terminology and procedures.
• Proven experience as a receptionist or in a customer service role, preferably in a healthcare setting.
• High school diploma or equivalent; additional education or medical office certification is a plus.