Front Office Receptionist | Glendale HQ

Prime MSO; Glendale (CA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health insurance

401(k) match

Dental insurance

Disability insurance

Life insurance

Paid time off

Vision insurance

Paid holidays

Bereavement leave

Job summary

Prime MSO in Glendale, CA seeks a Front Office Receptionist to serve as the primary contact and manage medical and demographic records with accuracy. You will uphold patient privacy, coordinate with surgical facilities, and support billing and accounting processes.

The role requires strong organization, professional demeanor, and the ability to multi-task in a busy clinical front desk. Experience with EHR systems and Microsoft Office is preferred, and a high school diploma is required.

Qualifications

• Professional demeanor and well-groomed appearance.
• Clear telephone etiquette and professional communication.
• Strong written and verbal communication skills.
• Ability to multi-task and prioritize in a high-volume environment.
• Ability to collaborate across departments.

Responsibilities

• Document management and file auditing of medical and demographic records.
• Coordinate with Billing/Accounting and surgical facilities for missing/revision requests.
• Front desk duties including greeting visitors, answering calls, and directing inquiries.
• Administrative tasks: mail, calendars, directory updates, photocopying, scanning.
• Maintain front office cleanliness and confidentiality per HIPAA.

Skills

Professional demeanor

Telephone etiquette

Written & verbal communication

Multi-tasking

Cross-department collaboration

Education

High school diploma or equivalent

Associate’s degree or medical office certification

Tools

Electronic Health Record (EHR) systems

Microsoft Office Suite

Document management platforms

Job description

Job Description

The Front Office Receptionist serves as the primary point of contact for Prime MSO, managing the full lifecycle of medical and demographic records while delivering professional front-desk operations. This role is central to the accuracy of patient documentation, file integrity, and interdepartmental communication — particularly with surgical facilities and the Billing/Accounting departments. The ideal candidate brings a positive, professional attitude, strong organizational skills, and the ability to prioritize high-volume document management responsibilities alongside daily administrative duties.

Job Responsibilities

1. Document Management & File Auditing

• Review, sort, and accurately digitally file patient medical and demographic records to the company management drive in a timely manner.
• Conduct routine file audits to ensure records are complete, correctly categorized, and compliant with company standards and applicable regulations.
• Identify, flag, and resolve filing discrepancies, duplicate records, errored, or missing documentation through systematic audit processes.
• Maintain document version control and ensure all records reflect the most current and accurate patient information.
• Manage secure retention, archiving, and disposal of records in accordance with company policy and regulatory requirements.
• Track and maintain current aging on outstanding or incomplete documentation; elevate unresolved items as appropriate.

• Conduct coding file uploads in conjunction with the Billing/Accounting departments, ensuring accuracy and completeness prior to submission.

  2. Medical Records Coordination

• Coordinate communication with surgical facilities regarding missing medical records and revision requests initiated by the Billing department.
• Follow up persistently and professionally on outstanding documentation to minimize delays in billing and records processing.

• Serve as the liaison between clinical facilities and internal departments to ensure timely receipt and accuracy of records.

  3. Front Desk & Guest Services
• Serve visitors by greeting, welcoming, directing, and announcing them appropriately; maintain a courteous and professional demeanor at all times.
• Answer, screen, and forward incoming phone calls; provide accurate basic information and route complex inquiries to the appropriate team member.

• Handle general company inquiries via phone, email, and in person with professionalism and efficiency.

  4. Administrative & Office Support
• Process, sort, and distribute incoming and outgoing mail in a timely manner.
• Update appointment calendars and schedule meetings and appointments as requested.
• Assist with maintaining and updating the company directory.
• Perform general clerical duties including photocopying, collating, faxing, and scanning.
• Maintain cleanliness and organization of the front office and conference rooms.
• Maintain a safe, organized, and efficient office environment at all times.

• Complete office runs and errands as needed by management.

  5. General Responsibilities
• Accomplish all assigned projects on time and communicate proactively if deadlines are at risk.
• Perform additional duties as assigned by management or the Executive team.

Skills and Qualifications:

• Professional demeanor, including well-groomed appearance
• Proper telephone etiquette is required
• Strong written and verbal communication skills
• Ability to multi-task and prioritize competing responsibilities
• Able to work with staff across all departments

Requirements:

• High school diploma or equivalent required; Associate’s degree or medical office certification preferred.
• Prior experience in a medical office, healthcare administration, or records management role strongly preferred.
• Proficiency with electronic health record (EHR) systems and document management platforms.
• Strong attention to detail with a demonstrated ability to manage high volumes of records accurately.
• Excellent verbal and written communication skills.
• Professional, positive attitude with the ability to collaborate effectively across departments.
• Ability to maintain strict confidentiality in handling sensitive patient information (HIPAA compliance required).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Company Description

Since 2014, Prime MSO has developed and managed surgical facilities that provide patients with the highest level of surgical care. Today we are one of the reliable and independent operators of outpatient surgery centers in the Los Angeles area, covering virtually the full range of surgical specialties.

Our remarkable community of teammates, physician partners and health system partners are deeply committed to providing quality patient care and improving healthcare in America. Our focus on building strategic relationships with our partners enables us to acquire, develop and optimize facilities in an aligned economic model that enables better access to high-quality care at a lower cost.

While healthcare is in a constant state of change, we want to make sure it is always for the better. We believe that happier, more fulfilled employees and staff in a fun and dynamic work environment will ultimately provide the best care in the country. At Prime MSO, that means success. Talk to any of our employees about their experiences and hear the difference Prime MSO is making in their lives today.

Benefits

• Health insurance
• 401(k) match
• Dental insurance
• Disability insurance
• Life insurance
• Paid time off
• Vision insurance
• Paid holidays
• Bereavement leave