Medical Receptionist

IHA; Brooklyn (MI); On-site; USD 30,000 - 45,000; Full time

Job summary

An established industry player is seeking a Medical Receptionist to serve as the first point of contact for patients. This role involves greeting patients, managing registration, and ensuring smooth communication between customers and medical staff. The ideal candidate will have strong communication skills, a service-oriented mindset, and the ability to work in a fast-paced environment. Join a dedicated team committed to providing exceptional care and support to diverse patient populations, while contributing to the overall mission of enhancing health and wellness in the community.

Qualifications

• 1-2 years in a medical or customer service environment preferred.
• Coursework in insurance, billing, or medical practice preferred.

Responsibilities

• Greet patients and assist with registration and insurance verification.
• Schedule appointments and manage patient flow efficiently.
• Maintain a professional and service-oriented environment.

Skills

Insurance Verification

Communication Skills

Customer Service

Organizational Policies Knowledge

Time Management

Problem-Solving

Education

High School Diploma or GED

Tools

Windows-based Computer Systems

Microsoft Office

EMR

Job description

POSITION DESCRIPTION:

Serves as a first point of contact for external customers in the office and on the phone, acting as a liaison between external customers and medical staff. Greets, instructs, and assists customers in obtaining needed services within the office and IHA. Obtains and communicates necessary patient and office visit information to billing staff, facilitating efficient patient flow and appropriate billing for services.

ESSENTIAL JOB FUNCTIONS:

Note: Not all Medical Receptionists will perform all functions; some may have targeted responsibilities such as serving Refugee Patient Populations or working on digital campaigns.

Medical Receptionist I Responsibilities

1. Greet all individuals arriving at the office courteously and ensure their needs are met.
2. Obtain necessary patient registration information, verify insurance eligibility, prepare charts per IHA protocols, and notify clinical staff of patient arrivals.
3. Accurately complete patient forms, collect payments, and ensure charges are posted to the billing system.
4. Retrieve and file EMR/paper charts and reports.
5. Answer telephones following IHA etiquette, taking and relaying messages promptly.
6. Schedule and confirm appointments according to office protocols.
7. Assist with clinic rescheduling and patient contact, and communicate with leadership regarding overbookings.
8. Send out New Patient paperwork via MyChart or mail.
9. Manage the daily Work Queue (WQ).
10. Support payment and charge posting balancing, and assist with overdue report management and patient outreach.
11. Maintain a neat work area and waiting room.
12. Support other offices, attend meetings, and participate in training as assigned.
13. Perform other duties as assigned.

Additional responsibilities for Receptionists in practices with Refugee Patient Populations include:

1. Provide intake for refugee patients, prepare charts, and schedule appointments, ensuring availability on provider schedules.
2. Communicate with service providers and coordinators to ensure patients attend medical appointments.
3. Respond promptly to new patient referrals.
4. Assist with communication in patients’ primary languages, coordinating translation services as needed, and ensuring family members or bilingual staff only translate common communications.
5. Serve as the primary contact for staff regarding refugee patients.
6. Enter demographic data into the intake database, prepare reports on intake services, and analyze data related to patient care and satisfaction.
7. Create and update memos, forms, and signs using word processing software.
8. Act as a backup to the Medical Reception team as needed.
9. Perform other duties as needed.

Responsibilities for digital campaign-focused Receptionists include:

1. Follow up on digital campaign applications and send patient paperwork.
2. Follow up with applicants and enroll them in seminars.
3. Perform other duties as needed.

ORGANIZATIONAL EXPECTATIONS:

• Create a positive, professional, and service-oriented environment supporting IHA and Trinity Health missions and values.
• Work effectively as part of the reception team.
• Perform job duties safely, report hazards, and adhere to safety protocols.
• Complete IHA’s “The Customer” training and uphold high standards of service and respect.
• Comply with all policies, procedures, and confidentiality requirements, including HIPAA.
• Demonstrate willingness to learn and adapt, embracing diversity and new responsibilities.
• Use resources efficiently and pursue ongoing professional development as applicable.

MEASURED BY:

Performance aligned with IHA CARES Values and outlined in the IHA Performance Review.

ESSENTIAL QUALIFICATIONS:

Education: High School Diploma or GED; candidates aged 15-17 with a work permit may apply. Coursework in insurance, billing, or medical practice preferred but not required.

Credentials/Licensure: None required.

Experience: 1-2 years in a medical, physician office, or customer service environment preferred.

Position Requirements (Abilities & Skills):

• Understanding of insurance verification processes.
• Excellent communication skills, including phone etiquette.
• Knowledge of patient care procedures and organizational policies.
• Service-oriented and responsive to customer needs.
• Proficient in Windows-based computer systems, EMR, Microsoft Office, and navigation.
• Mathematical and medical terminology knowledge relevant to the role.
• Teamwork and professionalism in demeanor.
• Ability to work with diverse populations and organizational levels.
• Cross-training capability for smooth operations.
• Strong organizational and time management skills.
• Sound judgment and problem-solving abilities.
• Confidential handling of patient and organizational information.
• Ability to travel to other office sites and training locations.
• Successful completion of IHA competency-based training during the introductory period.

Minimum Physical Expectations:

• Keyboarding, filing, phone work, and extensive computer use.
• Walking, standing, bending, reaching, and twisting as needed.
• Lifting, pushing, or pulling under 30 lbs. occasionally.
• Visual acuity including close, peripheral, and focus adjustments.
• Manual dexterity for office equipment operation.
• Effective hearing and speech for communication.

Minimum Environmental Expectations:

Work in a typical office environment with exposure to contagious diseases/viruses. Interaction with distressed or ill individuals, which can be stressful and involve competing priorities.