Medical Receptionist

IHA; Chelsea (MI); On-site; USD 30,000 - 40,000; Full time

Job summary

A leading healthcare provider is seeking a Medical Receptionist to serve as the first point of contact for patients. This role involves greeting patients, managing appointments, and ensuring smooth operations within the office. Ideal candidates will have strong communication skills and a background in customer service or medical settings.

Qualifications

• 1-2 years of experience in medical or customer service settings preferred.
• Preferred coursework in insurance, billing, or medical practice education.
• Excellent communication skills, including phone etiquette.

Responsibilities

• Greet patients and obtain registration info.
• Verify insurance and prepare charts.
• Schedule and confirm appointments.

Skills

Communication

Customer Service

Insurance Verification

Organizational Skills

Education

High School Diploma or GED

Tools

Electronic Medical Records

Microsoft Office

Job description

*Required to locate to the Chelsea, Ann Arbor and Livingston County locations.

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 services within the office and IHA. Obtains and communicates necessary patient and visit information to billing staff, facilitating efficient patient flow and accurate billing.

ESSENTIAL JOB FUNCTIONS:

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

Medical Receptionist I Responsibilities:

1. Greet all arriving individuals courteously and meet their needs.
2. Obtain patient registration info, verify insurance, prepare charts, and notify clinical staff of patient arrivals.
3. Complete patient forms, collect payments, and ensure charges are posted correctly.
4. Retrieve and file EMR/paper charts and reports.
5. Answer phones following etiquette guidelines, relay messages promptly.
6. Schedule and confirm appointments per protocols.
7. Assist with rescheduling clinics and communicate with leadership about overbookings.
8. Send out New Patient paperwork via MyChart or mail.
9. Manage the daily Work Queue.
10. Support payment and charge posting accuracy.
11. Assist with overdue reports and patient outreach.
12. Maintain a tidy work area and waiting room.
13. Support other offices, attend meetings and training as needed.
14. Perform other duties as assigned.

Additional responsibilities for those serving Refugee Patient Populations include:

1. Provide intake, prepare charts, schedule appointments, and follow up on patient needs.
2. Coordinate with service providers and support personnel.
3. Respond to new patient referrals promptly.
4. Assist with communication in patients’ primary languages, coordinating translation services with qualified interpreters.
5. Serve as primary contact for refugee patients within staff.
6. Enter demographic data, generate reports, and analyze intake process impacts.
7. Create and update memos, forms, and signs for office communication.
8. Support the Medical Reception team as a backup.
9. Perform other duties as needed.

Responsibilities for digital campaign roles include:

1. Follow up on applications and send patient paperwork.
2. Follow-up with applicants and organize seminar sign-ups.
3. Perform other duties as assigned.

ORGANIZATIONAL EXPECTATIONS:

• Create a positive, professional, service-oriented environment aligned with IHA and Trinity Health missions.
• Work effectively as part of the reception team.
• Ensure safety, report hazards, and complete “The Customer” training.
• Comply with policies and maintain knowledge of office systems.
• Maintain confidentiality per HIPAA guidelines.
• Demonstrate willingness to take on new responsibilities, embrace diversity, and use resources efficiently.
• Engage in ongoing professional development and maintain necessary credentials.

MEASURED BY:

Performance aligned with IHA CARES Values as outlined in the performance review.

ESSENTIAL QUALIFICATIONS:

• High School Diploma or GED; or students with valid work permits aged 15-17.
• Preferred coursework in insurance, billing, or medical practice education.
• No specific licensure required.
• 1-2 years of experience in medical or customer service settings preferred.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

• Understanding of insurance verification.
• Excellent communication skills, including phone etiquette.
• Proficiency with electronic medical records, Microsoft Office, and computer navigation.
• Knowledge of medical terminology and organizational policies.
• Ability to work collaboratively, exercise judgment, and maintain confidentiality.
• Ability to drive to other sites and participate in training programs.

MINIMUM PHYSICAL EXPECTATIONS:

• Keyboarding, filing, phone work, and extensive computer use.
• Walking, standing, bending, reaching, and lifting under 30 lbs. as needed.
• Visual and manual dexterity requirements.

MINIMUM ENVIRONMENTAL EXPECTATIONS:

This role involves typical office environment exposure with some interaction with potentially contagious illnesses, which can be stressful due to the nature of the work.