Medical Receptionist

Job summary

The Medical Receptionist is responsible for serving as the first point of contact for patients and visitors at our outpatient and Assisted Living/Independent Living (AL/IL) clinics. This role ensures a welcoming, organized, and efficient front-office experience while supporting the clinical team with administrative tasks, including scheduling, insurance verification, and obtaining prior authorizations.       

Role and Responsibilities

Below are the roles and responsibilities that the Medical Receptionist is expected to fulfill to help facilitate quality, patient-centered care:

Front Office & Patient Experience

Greet and check in patients upon arrival, ensuring a warm and professional welcome.

Answer and manage incoming phone calls, taking accurate messages and directing inquiries to the appropriate staff.

Schedule patient appointments and manage the clinic calendar to optimize provider time and patient access.

Assist patients with check-out, including scheduling follow-up appointments and providing visit summaries.

Insurance & Authorizations

Verify patient insurance eligibility and benefits prior to appointments.

Obtain and track prior authorizations for medications, procedures, and diagnostic tests as requested by providers.

Communicate with insurance companies, pharmacies, and third-party vendors to resolve authorization issues.

Maintain accurate records of authorization requests and approvals in the electronic medical record (EMR).

Administrative & Clinical Support

Collect and update patient demographic and insurance information in the EMR.

Assist with processing referrals to specialists and coordinating with external offices.

Manage incoming and outgoing faxes, ensuring timely distribution to the appropriate team members.

Maintain clean and organized front office and waiting areas.

Support the clinical team with administrative tasks as needed, including preparing charts and scanning documents.

Conduct outreach and maintain positive working relationships with facility staff to support coordinated care.

Communicate schedule changes or updates to facility staff in a timely manner.

Compliance & Documentation

Maintain confidentiality of all medical, financial, and legal information in accordance with HIPAA regulations.

Ensure all patient documentation is accurate, complete, and filed appropriately in the EMR.

Adhere to all company policies and procedures related to front office operations and patient privacy.

Other Duties

Participate in team meetings and training sessions as required.

Perform other administrative duties as assigned to support clinic operations.

Qualifications and Education Requirements

Experience & Education

High school diploma or equivalent required; associate degree or medical office certification preferred.

Minimum 1–2 years of experience in a medical office, front desk, or healthcare administrative setting.

Experience obtaining prior authorizations and verifying insurance benefits strongly preferred.

Skills & Competencies

Proficiency with EMR systems (e.g., Ethizo, Epic, Cerner) and Microsoft Office Suite (Excel, Outlook, Word).

Strong understanding of insurance verification and prior authorization processes.

Excellent verbal and written communication skills, with the ability to interact professionally with patients, families, providers, and facility staff.

Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.

Ability to handle difficult situations involving patients or providers with professionalism, empathy, and composure.

Self-motivated and able to work both independently and collaboratively within a team.