Front Desk Receptionist (Scottsdale)

About the role

Lighthouse Psychiatry is a mission-driven outpatient psychiatry practice serving Arizona communities with evidence-based mental health care. We are committed to professionalism, patient dignity, HIPAA compliance, and a supportive clinical culture. Our front office is central to patient access, care coordination, and the first impression we provide.

Responsibilities

• Greet patients and visitors; manage check-in/check-out with professionalism and empathy.
• Answer phones, route calls, manage voicemail, and respond to email/portal inquiries.
• Prepare new-patient packets and ensure completion of HIPAA, consent, financial, and intake forms.
• Manage waitlists, cancellations, reschedules, fill open appointments efficiently.
• Schedule new and follow-up appointments by provider criteria (service type, age, insurance, specialty).
• Maintain provider calendars and appointment templates in the EHR.
• Cook up referrals, follow-ups, and multi-visit treatment series.
• Monitor no-shows and late arrivals; perform reminder and rebooking outreach.
• Enter/update demographics, insurance, pharmacy, and contact information in the EHR.
• Scan, upload, fax, and index documents in the EHR (records, legal/disability forms, correspondence).
• Process Release of Information (ROI) requests per policy; maintain HIPAA compliance at all times.
• Perform routine chart checks for accuracy and completeness.
• Collect copays/fees, post payments, reconcile daily receipts.
• Verify basic insurance and coordinate with billing on eligibility or account questions.
• Track authorizations and external paperwork; maintain spreadsheets/logs accurately.
• Keep the front office organized; open/close office per protocol.
• Serve as liaison between patients, clinicians, and management.
• Document calls/messages in EHR or internal systems.
• Cross-train on additional office procedures; assist with medical office workflows as needed (training provided).

Requirements

• 2+ years in a medical, mental health, or behavioral health office.
• Experience with EHR/EMR systems (Athenahealth preferred) and Microsoft Office (Word/Excel).
• Excellent organization, attention to detail, and time management.
• Professional written/verbal communication; strong customer service.
• Ability to handle confidential information with discretion.

Preferred

• Psychiatry or behavioral health experience.
• Insurance verification, authorizations, and basic billing workflows.
• Medical Assistant (MA) certification or clinical support experience.
• High-volume scheduling and document management.

Physical/Functional Requirements

• Ability to stand, walk, stoop, and bend for administrative operations for extended periods.
• Ability to lift up to 25 lbs.
• Visual/auditory acuity for computer work, phone use, and in-person interaction.
• Strict adherence to confidentiality and safety protocols.

Compliance

Must comply with HIPAA, Arizona privacy laws, and Lighthouse policies regarding Protected Health Information (PHI).

Equal Opportunity Employer

We are committed to building a diverse and inclusive workplace. All qualified applicants will receive consideration without regard to protected characteristics.