Patient Reception & Customer Service

• Greet and check in patients and visitors in a courteous, professional, and friendly manner.
• Verify patient information and update demographics as needed while ensuring privacy and confidentiality.
• Act as a liaison between patients, staff, and physicians, communicating clearly and effectively.
• Address patient concerns and complaints in a timely, compassionate, and professional manner.
• Inform patients of delays or changes to appointments as needed.

Phone & Appointment Management

• Answer incoming phone calls, direct inquiries appropriately, and provide accurate information regarding clinic policies and services.
• Schedule, reschedule, confirm, and remind patients of appointments according to clinic protocols.
• Coordinate with healthcare providers to manage appointment availability and patient flow efficiently.

Patient Intake & Information Management

• Perform all patient intake functions, collecting and processing forms including insurance information, medical history, and consent documents.
• Maintain accurate and up-to-date patient records in the Electronic Health Record (EHR) system.
• Prepare patient charts and ensure all required documentation is available for providers.

Insurance & Authorization Responsibilities

• Scan insurance cards, verify eligibility, validate benefits, and ensure accurate documentation for each visit.
• Identify insurance coverage issues and communicate appropriately with patients, providers, and staff.
• Perform prior authorizations with payers in a timely manner and notify physicians and team members of delays or non-coverage.

Administrative & Financial Duties

• Accurately collect co-pays, deductibles, and other payments.
• Account for daily cash and payment entries, perform daily balancing, and prepare deposits.
• Assist with billing inquiries and posted transactions.
• Process incoming and outgoing mail, faxes, and other communications.

Clinic Coordination & Organization

• Maintain a clean, organized, and professional front desk and waiting room area.
• Prioritize work assignments and utilize time between patients to review forms and data for accuracy and completeness.
• Coordinate with medical staff and management to ensure smooth clinic operations and timely patient visits.

Qualifications

• High School diploma or equivalent required
• Previous experience in a medical office, clinic, or general office environment preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Basic knowledge of medical terminology and insurance processes preferred.
• Ability to understand insurance benefits and perform basic mathematical tasks.
• Proficient in basic computer skills and office equipment (phones, fax, copier).
• Ability to type at least 40 WPM.
• Strong organizational, multitasking, and critical-thinking abilities.
• Ability to follow verbal and written instructions accurately.

Preferred Skills & Experience

• Experience with Electronic Health Record (EHR) systems; AdvancedMD or Athena experience is a plus.
• Knowledge of insurance verification, prior authorizations, and billing practices.
• Compassionate and empathetic approach when working with patients and families.
• Ability to work efficiently in a fast-paced environment.
• Bilingual (Spanish/English) is a plus.