Medical Receptionist

About the role

We are seeking a full-time, on-site Medical Receptionist to join our team at GI Associates. This position is essential in creating a positive atmosphere for our patients and staff. The ideal candidate will excel in customer service and thrive in a collaborative environment. This is a 1.0 FTE position working primarily at our Wausau location, with occasional coverage at our outreach locations.

Responsibilities

• Promptly greet patients and guests in a positive and professional manner.
• Assist physicians, patients, coworkers, and visitors courteously and effectively.
• Complete the patient check-in process, including:
  • Obtaining and accurately loading demographic and insurance information.
  • Verifying accuracy at each visit.
  • Providing necessary forms to patients for completion and signature.
  • Reviewing and verifying forms for accuracy.
  • Arriving patients in both the practice management and electronic medical record systems.
  • Monitoring patient waiting times in the lobby.
• Collect co-payments and co-insurance, and issue appropriate receipts during check-in.
• Promptly answer telephone calls, record messages, schedule patient appointments, and revise schedules for cancellations or changes.
• Handle incoming referrals from physician offices, maintain professional relationships with referring offices, and:
  • Load patient information in the practice management system.
  • Call patients to schedule appointments or task the team for further assessment.
  • Mail patient packets if scheduled.
  • Send referral sheets back to referring offices.
• Monitor portal messages, review, and forward to appropriate teams/staff for response.
• Verify cash drawer balance daily and secure it before leaving.
• Prepare records and packets for incoming Endoscopy Center patients, including demographic sheets, H&P documentation, labels, and other related items.
• Complete post-procedure follow-up items, such as:
  • Tasking Endoscopy Center RNs for non-pathology patient callbacks.
  • Monitoring all cases for surveillance orders.
  • Tracking cancelled procedures to ensure proper reschedule or follow-up.
• Perform various clerical duties for the Endoscopy Center, including:
  • Preparing procedure packets.
  • Photocopying forms.
  • Creating and maintaining reports.
  • Obtaining and updating patient information.
  • Creating labels.
  • Maintaining office supplies and necessary forms.
• Maintain office supplies in reception and notify staff when additional supplies/forms are required.
• Maintain the reception area, waiting room, parking, and entryway, including:
  • Monitoring cleanliness of reception, public waiting room, and bathrooms.
  • Inspecting parking and entryway conditions (e.g., snow removal, salting).
  • Notifying grounds staff or maintenance as needed.
• Unlock and relock office and drug closet doors at the start and end of the day.
• Actively participate in meetings and contribute ideas to enhance teamwork and department effectiveness.
• Check first aid box monthly and AED daily.
• Maintain the highest standards of patient confidentiality at all times.
• Perform other duties as assigned, including outgoing referrals, answering service messages, and patient satisfaction survey reports.

Requirements

• High school diploma or equivalent required.
• Advanced training or certification in a healthcare office degree program preferred.
• Minimum of one to two years of medical office experience in reception or another relevant medical field.

Skills

• Working knowledge of medical terminology.
• Working knowledge of GI Associates appointment types, procedures, and patient scheduling.
• High level of phone and customer/patient service skills and etiquette.
• Strong interpersonal, communication, and listening skills.
• Proficient computer skills, including:
  • Electronic Medical Record (EMR) and Practice Management software.
  • Microsoft Word, Excel, and Internet.
• Professionalism and respect in all forms of communication and correspondence.
• Ability to maintain strict confidentiality of fiscal and health information.
• Ability to work in a fast-paced, multi-tasking environment and cope with rapidly changing demands.
• Ability to prepare and gather information accurately and efficiently.