Medical receptionist

  • Express Employment Professionals
  • Santa Rosa, CA, USA
  • Jul 13, 2018
Administrative / Clerical

Job Description


Job Summary: The Medical Receptionist functions as an interface with patients, physicians, staff, healthplans, community-at-large; obtains all information relating to patients and facilitates the collection and dissemination of information to the medical record and information system, and reports direction to the Front Office Lead and/or Medical Office Administrator, Medical Office Manager, Medical Office Supervisor.



Essential Values-Based, Leadership and Management Competencies: Demonstrates values-based competencies in line with the four core values that are the foundation of all activities performed



Essential Functions:
  1. Greets patients and visitors to the medical office and obtains all required information to register patient. Ensures/assists patient in completing all forms and routes those forms to the appropriate personnel or department. Inputs registration demographic and insurance information into computer. Reviews current registration information with patient updating information as required. Determines patient insurance eligibility and PCP. Assists patient in selecting a PCP if one has not been selected.
  2. Reviews provider schedules in advance to ensure pre-registration of new patients. Assembles and sends new patient packets, registration packets, history and physical forms prior to scheduled appointments.
  3. Schedules patient visits per established Standard Work. Confirms appointments, cancels appointments, reschedules appointments and notifies clinical staff of appointment changes per Standard Work. Discusses scheduling conflicts or problems with supervisors or clinical staff. Provides schedule updates during the day.
  4. Informs clinical personnel when patient has arrived; routes patient to appropriate clinical area.
  5. Promptly answers incoming telephone calls. Routes calls as appropriate or takes detailed, accurate, legible messages. Communicates with answering service regarding office hours, “physician on-call”, as needed. In the absence of a prescription refill line, routes prescription refill requests per standard of work.
  6. Checks patient out at the end of visit as per office procedures. Arrives, cancels and no shows appointments. Prepares No Show letters per office procedures.
  7. Responsible for collection of outstanding balances as indicated on encounter ticket. Per office procedures, determines total charges for visit and calculates patient financial responsibility per established policies and procedures. Collects required copayments, payments (cash, check, credit card), issues receipts and records MRN, makes change, etc., per standard of work. Ensures that billing information and collections are routed to appropriate personnel/department.
  8. Open or close office as shift requires, ensuring that all doors are secured, equipment turned on/off and communicates problems to supervisor in a timely manner.
  9. Maintains accurate inventory levels for Alternative Medicine program and processes transactions according to established protocols per office procedures.
  10. Employees can be moved to different offices within the ministry as scheduling and staffing dictates.



Other specific competencies that have been identified by the manager related to changes in departmental operations or that focus on current clinical practices and are listed on the Supplemental Competence Validation Summary.

Additional Responsibilities:
  1. Maintains cleanliness and neatness of patient waiting lounge.
  2. Attends all meetings as required.
  3. Performs other duties as assigned.

Knowledge / Skills / Abilities:
  • Operates all general business equipment and assists office with all clerical needs
  • Knowledge of grammar, spelling and medical terminology
  • General knowledge of healthcare insurance and terminology
  • Ability to sort and file by alphabet or terminal digit
  • Ability to handle cash transactions and balance cash drawers
  • Ability to multi-task and prioritize



Age-Related Competencies:
  • Human development knowledge/skills:

Demonstrates the knowledge and skills necessary to provide care appropriate to the age of the patients served including knowledge of the principles of growth and development and psychosocial characteristics and interventions for age specific requirement of the assigned unit.
  • Age-specific patient needs that employee is required to understand and meet:

Demonstrates the ability to assess and interpret age appropriate data about the patient's status in order to identify age-specific needs and provide the care needed.
  • Additional requirements:

Demonstrates age appropriate communication skills for the patient population served.

Demonstrates knowledge of age-specific community resources.

Information Management:
  • Treats all information and data within the scope of the position with complete confidentiality and security.
  • Admitting personnel shall have access to all PHI gathered during the patient registration process, including insurance information, admitting diagnosis and physicians involved in treatment of the patient and admitting physician, as necessary to enable the personnel to perform their admitting and registration duties. Access shall be available only on duty and at work.

Risk Management:
  • Cooperates fully in all risk management activities and investigations .

Safety Requirements:
  • Is knowledgeable of, observes and complies with ambulatory Codes of Safe Practice, safety policies and emergency procedures.

Minimum Position Qualifications:
  • Education: High School Graduate or GED.
  • Experience: Preferred previous experience with computers and/or automated scheduling; prior experience preferred in handling and balancing cash.
  • Training:
  • License / Certification:

Environmental Conditions:
  • Medical office setting where there may be handling of identified chemicals, infectious agents, and contact with the public.

Express Office: Santa Rosa

350 College Avenue

Suite 100

Santa Rosa, CA 95401