Medical Receptionist / Medical Assistant (Front Office)

Vital Health & Integrative Care; Ruther Glen (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Vital Health & Integrative Care in Virginia is seeking a Receptionist/Medical Assistant to deliver exceptional front desk service in a busy outpatient psychiatry practice. You will greet patients, manage scheduling, and support clinicians with documentation and basic clinical tasks as needed.

The role requires strong communication, HIPAA knowledge, and proficiency with EHR systems to verify insurance, collect payments, and maintain accurate records while ensuring a compassionate patient

Qualifications

• Excellent communication and interpersonal skills.
• Ability to verify insurance information and collect payments.
• Understanding of HIPAA regulations and patient confidentiality.

Responsibilities

• Greet patients professionally.
• Answer phones and respond to inquiries.
• Schedule, reschedule, and confirm appointments.
• Verify demographics and insurance information.
• Check in and out patients.
• Collect co-pays and receipts.
• Maintain patient confidentiality per HIPAA.
• Prepare patient charts and assist with documentation.
• Process authorizations and referrals as needed.

Skills

Customer service

HIPAA knowledge

EHR familiarity

Scheduling

Education

High school diploma

Tools

EHR system

Job description

Description

The Receptionist/Medical Assistant is responsible for providing exceptional customer service while supporting the daily operations of a busy outpatient psychiatry medication management practice. This position serves as the first point of contact for patients, ensuring a professional, compassionate, and efficient experience. The role includes front desk responsibilities, scheduling, insurance verification, administrative support, and limited clinical assistance as needed.

Front Desk & Patient Services

• Welcome patients in a courteous and professional manner.
• Answer incoming phone calls and respond to patient inquiries.
• Schedule, reschedule, and confirm appointments.
• Verify patient demographics and insurance information.
• Check patients in and out efficiently.
• Collect co-pays, outstanding balances, and issue receipts.
• Maintain patient confidentiality in accordance with HIPAA regulations.
• Respond to voicemail messages promptly.
• Manage incoming faxes, emails, and patient portal messages.
• Verify insurance eligibility and obtain authorizations when required.
• Scan and upload documents into the Electronic Health Record (EHR).
• Process medical records requests.
• Prepare daily schedules for providers.
• Maintain accurate patient records.
• Assist with office inventory and supply ordering.
• Support onboarding and administrative compliance for providers as assigned.
• Maintain organized electronic and paper filing systems.
• Educate patients regarding office policies.
• Schedule follow-up appointments.
• Communicate provider recommendations.
• Maintain professionalism during difficult patient interactions.
• Escalate urgent concerns to the provider or Practice Manager immediately.
• Obtain vital signs when appropriate.
• Update medication lists and allergies.
• Prepare patient charts before appointments.
• Assist providers with documentation as requested.
• Submit prior authorizations for medications.
• Coordinate prescription refill requests following office policy.
• Communicate with pharmacies regarding medication issues.
• Coordinate referrals and outside medical records when needed.

work schedule

• Monday–Friday

Requirements

Physical Requirements

• Sit, stand, and walk for extended periods.
• Frequent use of computers, phones, and office equipment.