Front Office Receptionist

Proactive Systems; Ontario (CA); On-site; USD 26,000 - 30,000; Full time

Job summary

ProActive Work Health Services is seeking a Front Office Receptionist in Ontario, CA. This paid, full-time role supports a busy occupational health clinic by greeting patients, coordinating scheduling, and handling employer communications with precision and courtesy.

The candidate will manage intake, documentation, and HIPAA-compliant records while assisting with billing and administrative reporting to keep daily operations smooth and professional.

Qualifications

• High School Diploma or equivalent required.
• Minimum 2 years of front office, medical reception, or healthcare coordination experience.
• Excellent customer service and communication skills.
• Proficient with EMR systems, scheduling platforms, and standard office software.
• Reliable attendance and punctuality.

Responsibilities

• Greet and check in patients, employer representatives, and visitors with professionalism and efficiency.
• Serve as the primary front-office liaison for scheduling, status updates, and documentation requests.
• Communicate clinic processes, wait times, and workflow updates clearly and courteously.
• Maintain a welcoming, organized, and compliant reception environment.
• Coordinate multiple service appointments to optimize clinic flow.

Skills

Customer service

Multitasking

Communication

Bilingual (Spanish/English)

Office etiquette

Education

High School Diploma or equivalent

Tools

EMR systems

Microsoft Office

Google Workspace

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Ontario Full Time Ontario, CA, US

2 days ago Requisition ID: 1048

Salary Range: $19.00 To $22.00 Hourly

We are seeking a dynamic and organized Front Office Receptionist to serve as the welcoming face of our organization. In this vital role, you will manage front desk operations, coordinate administrative tasks, and provide exceptional customer support to ensure smooth daily functions. Your energetic approach and attention to detail will help create a positive environment for clients, visitors, and team members alike. This paid position offers an exciting opportunity for someone with strong office management skills and a passion for delivering outstanding service.

About Us

ProActive Work Health Services specializes in occupational medicine that puts employers and employees first. We deliver cost-effective, high-quality care supported by technology, clinical rigor, and a return-to-core focus on workplace health. Our clinics partner directly with employers to manage work-related injuries, regulatory testing, and workforce health programs that keep businesses moving.

As we continue to grow, we are seeking a highly organized and service-driven Front Office Coordinator to support our clinical operations and employer partners.

Position Summary

The Front Office Receptionist plays a critical role in driving clinic flow, patient experience, and employer coordination within a fast-paced occupational health environment. This individual serves as the operational anchor of the front office , managing scheduling, intake accuracy, documentation integrity, and communication between patients, employers, and clinical staff.

This position is ideal for individuals who thrive in structured, high-volume environments where attention to detail, professionalism, and consistent execution of protocols directly impact patient care and client satisfaction.

• Greet and check in patients, employer representatives, and visitors with professionalism and efficiency
• Serve as the primary front-office liaison for employer clients regarding scheduling, status updates, and documentation requests
• Communicate clinic processes, wait times, and workflow updates clearly and courteously
• Maintain a welcoming, organized, and compliant reception environment

Scheduling & Clinic Flow Coordination

• Schedule appointments strategically to optimize provider productivity and clinic efficiency
• Monitor daily schedules and adjust in real time to manage walk-ins, injury visits, and employer service needs
• Notify clinical staff of patient arrivals, delays, and special testing requirements
• Coordinate multi-service appointments (e.g., physicals, drug screens, X-rays) to streamline throughput

Documentation & Regulatory Compliance

• Collect, verify, and accurately enter patient demographics, employer data, and required intake documentation
• Ensure workers’ compensation and employer authorization forms are complete prior to service delivery
• Maintain confidentiality of patient records and employer information in full compliance with HIPAA
• Support accurate completion and distribution of employer-required paperwork, test results, and status reports

Administrative & Operational Support

• Monitor front office supplies and coordinate ordering as needed
• Support billing, data entry, and administrative reporting functions as assigned
• Assist with onboarding new employer accounts by gathering required documentation and service details
• Identify workflow improvement opportunities to enhance efficiency and service quality

Required Qualifications

• High School Diploma or equivalent
• Minimum 2 years of front office, medical reception, or healthcare coordination experience
• Strong customer service and communication skills
• Exceptional multitasking and organizational abilities
• Proficiency in EMR systems, scheduling platforms, and standard office software
• Reliable attendance and punctuality

Preferred Qualifications

• Experience in occupational medicine, urgent care, industrial health, or workers’ compensation environments
• Familiarity with employer-based healthcare services (DOT physicals, drug testing, injury care coordination)
• Bilingual (Spanish/English) strongly preferred
• Fast-paced occupational health clinic
• High volume of patient and employer interaction
• Structured environment requiring precision, professionalism, and consistent follow-through
• Collaborative team setting with direct interaction with providers and clinical staff

Skills

• Proven experience in office management or administrative roles with strong organizational skills
• Excellent computer literacy including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools
• Familiarity with multi-line phone systems and phone etiquette to handle high-volume inquiries professionally
• Strong customer service skills with the ability to support clients and team members effectively
• Bilingual abilities are highly desirable to facilitate communication across diverse groups
• Attention to detail in proofreading, data entry, filing, and maintaining accurate records
• Time management skills to prioritize tasks efficiently in a fast-paced environment
• Experience with clerical tasks such as typing, calendar management, and document proofreading
• Knowledge of medical or dental receptionist duties is a plus but not required; relevant personal assistant experience is beneficial

Join us as a Front Office Coordinator where your energy fuels our organization’s success! Your dedication to exceptional service combined with your organizational prowess will make a meaningful impact every day. We value proactive professionals who thrive on multitasking and creating welcoming environments for all visitors. This is more than just an office role, it’s an opportunity to grow your career while supporting a vibrant team dedicated to providing excellence care to our patients.