Medical Receptionist

Position Overview

Under the supervision of the Director of Clinic Services, the Medical Receptionist supports the day-to-day activities of the Low Vision Clinic by carrying out administrative and operational tasks that support the clinic staff and to ensure the Clinic functions effectively and efficiently. This role supports the delivery of patient-centered care across the department by facilitating front-end communications while supporting optometrists, occupational therapists, opticians, and the assistive product specialists. The role also performs front desk administrative functions to promote efficient workflows for a coordinated patient/client experience.

Essential Functions

• Greet patients/clients in a professional and respectful manner and provide information regarding clinic services, appointments, and processes; deliver excellent customer service in person, by phone, and via email.
• Answer incoming phone calls, check and respond to voicemails, and route inquiries promptly and courteously in accordance with clinic procedures.
• Schedule, reschedule, and confirm appointments for clinic services, and maintain accurate and up-to-date provider schedules in accordance with clinic protocols.
• Check patients in and out for appointments, including collecting co-payments and obtaining, copying, or scanning required identification and insurance/vision plan information.
• Complete end-of-day reconciliation of the cash register and credit card transactions in accordance with established procedures.
• Send and confirm reports and communications to referring providers and offices as required.
• Absorb and organize daily charts and documentation to ensure clinic staff are prepared for patient appointments.
• Accurately enter, scan, and maintain patient and referral information within the electronic health record and other clinic systems, ensuring completeness and accuracy of documentation; assist in obtaining missing records and exam reports as needed.
• Cookordinate patient movement within the clinic in accordance with established workflows and report operational issues or concerns to the supervisor.
• Perform clerical and administrative tasks including filing, scanning, and document preparation in accordance with clinic procedures.
• Perform front-end tasks related to optical services and assistive products, including processing and filling orders and assisting with inventory as needed.
• Maintain a clean, organized, and professional office environment.
• Collaborate with other departments to meet the needs of the patient/client and clinic workflows.
• Comply with all HIPAA, OSHA, and organizational policies and procedures.
• Perform other job-related duties as assigned.

Knowledge, Skills and Abilities

• Strong customer service skills with the ability to communicate professionally and respectfully with patients/clients, staff, and external partners in person, by phone, and electronically.
• Effective verbal and written communication skills.
• Ability to follow established procedures, workflows, and directions with attention to detail and accuracy.
• Strong organizational skills with the ability to manage multiple tasks in a fast-paced clinical environment.
• Have a basic understanding of medical office procedures, scheduling, and front desk operations.
• Have a basic understanding of medical terminology.
• Familiarity with common eye conditions and low vision related terminology.
• Ability to handle sensitive confidential information and maintain compliance with HIPAA requirements.
• Proficiency in computer systems including Microsoft Office (Word, Excel, Outlook) and electronic health records.
• Strong data entry and keyboarding skills with a high level of accuracy.
• Ability to maintain organized records and documentation in accordance with clinic standards.
• Ability to work independently within assigned tasks and as part of a team within established clinic workflows.
• Ability to interact effectively with the public and staff, demonstrating patience, professionalism, and respect.

Qualifications

• Minimum of two (2) years of experience in a medical office, healthcare setting, or customer service role.
• Experience with medical office operations, scheduling, or administrative support functions.
• Experience working with electronic health records (EHR).
• Compulink experience is a plus.
• Experience in handling phone-based customer service or high call volumes.
• Experience working with individuals who are blind or have low vision, or within a disability-focused organization, is preferred.