Medical Receptionist

GENERAL STATEMENT OF DUTIES

The Medical Receptionist provides courteous, professional, and efficient front-desk support to patients, visitors, providers, and staff. This position is responsible for patient check-in and discharge, registration, appointment scheduling, insurance eligibility verification, referral and authorization coordination, payment collection, and communication with clinical and administrative teams. The Medical Receptionist plays an essential role in delivering a positive patient experience while maintaining accuracy, confidentiality, and efficient office operations in a fast-paced healthcare environment.

PRIMARY FUNCTIONS

Patient Check-In, Registration, and Customer Service

• Greet and discharge patients and visitors promptly, courteously, and professionally.

• Assist patients with the Clearwave electronic check-in process.

• Verify patient demographics, insurance eligibility, referrals, and authorizations during check-in.

• Obtain referrals and authorizations as needed to support scheduled services.

• Provide new patients with appropriate registration paperwork and ensure required documentation is completed.

• Collect copayments and outstanding patient balances in accordance with established procedures.

• Maintain clear communication with patients and medical assistants regarding wait times and provider delays.

• Serve as a liaison between patients and clinical and administrative staff, including medical assistants, physicians, physician assistants, and administrative assistants.

Scheduling and Administrative Support

• Schedule appointments, including follow-up visits and consultations, accurately and efficiently.

• Perform daily chart checks for upcoming appointments to verify insurance coverage, referrals, authorizations, and required documentation.

• Answer incoming telephone calls and transfer or direct calls appropriately, particularly during high-volume periods.

• Scan and import clinical forms and related documentation into the appropriate electronic systems daily.

• Distribute medical records, X-rays, prescriptions, and medications authorized by the appropriate departments and designated for patient pickup at the front desk.

• Provide FMLA, disability, and medical-record-release paperwork upon request.

• Ensure required authorizations and release forms are completed, collect applicable payments, and update the appropriate tracking logs.

• Maintain an organized and presentable waiting room and front-desk area.

Payment Processing and Cash Reconciliation

• Collect and accurately document patient payments, including copayments and outstanding balances.

• Complete end-of-day cash-out procedures and reconcile collected payments in accordance with established protocols.

• Identify and report payment discrepancies promptly to the appropriate supervisor.

Office Operations and Compliance

• Maintain scheduling flexibility to open or close an office and work at different OrthoConnecticut locations as operational needs require.

• Maintain patient confidentiality and comply with HIPAA requirements and applicable organizational policies and procedures.

• Follow established protocols for patient registration, documentation, payment processing, and the release of protected health information.

• Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent customer service, interpersonal, oral, and written communication skills.

• Ability to communicate courteously and professionally with patients, visitors, providers, and coworkers.

• Ability to manage multiple priorities and maintain composure in a busy, fast-paced medical office.

• Strong attention to detail, accuracy, organization, reliability, and follow-through.

• Ability to process patient payments and complete daily cash reconciliation accurately.

• Knowledge of patient registration, insurance eligibility verification, referrals, and authorizations preferred.

• Ability to maintain patient confidentiality and comply with HIPAA and organizational privacy requirements.

• Proficiency with electronic medical record (EMR) systems, appointment scheduling systems, and standard office equipment.

• Ability to work independently and collaboratively with clinical and administrative teams.

• Flexibility to adapt to changing office needs, patient volumes, and work assignments.

ACCEPTABLE EXPERIENCE AND TRAINING

• High school diploma or GED required.

• Postsecondary education or training in business, healthcare administration, or a related field preferred.

• One year of experience in a medical office as a receptionist or appointment scheduler preferred.

• Experience in an orthopedic practice or ambulatory healthcare setting preferred.