Medical Records Specialist/Receptionist

FIRST PHYSICIANS; Odessa (TX); On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

Employee discounts

Free food & snacks

Health insurance

Paid time off

Job summary

FIRST PHYSICIANS in Odessa, TX seeks a Medical Records Specialist / Receptionist to greet patients, manage calls, schedule appointments, and maintain accurate EMR records. The role supports clinic operations while upholding confidentiality and professionalism in a fast-paced environment.

The ideal candidate is organized, detail-oriented, and capable of handling PHI with discretion to ensure a smooth patient experience. On-site position with a patient-focused team.

Qualifications

• Experience in a medical office or front-desk role preferred.
• Familiarity with electronic medical records (EMR) systems preferred.
• Knowledge of medical terminology is a plus.
• Understanding of HIPAA regulations and patient confidentiality.

Responsibilities

• Greet and check in patients upon arrival.
• Answer and direct incoming calls; respond to inquiries.
• Schedule, confirm, and reschedule appointments.
• Verify patient demographics and insurance information.
• Collect and update registration information.
• Assist patients with forms and paperwork.
• Maintain an organized reception area.
• Assist with front-office duties as needed.
• Maintain, organize, and update EMR records.
• Process records requests and obtain records from providers.
• Ensure records are filed correctly and confidential.
• Support administrative requests and daily clinic operations.

Skills

Customer service

Time management

Organizational skills

Communication

HIPAA awareness

Education

High school diploma or equivalent

Tools

EMR systems

Microsoft Office

Data entry

Job description

Benefits:

• Employee discounts
• Free food & snacks
• Health insurance
• Paid time off

Position Title: Medical Records Specialist / Receptionist

Department: Front Office / Medical Records

Reports To: Office Manager

Location: Odessa, TX

Position Summary

The Medical Records Specialist / Receptionist is responsible for providing excellent customer service while supporting the daily administrative and front office operations of the clinic. This position serves as one of the first points of contact for patients and is responsible for greeting patients, managing incoming calls, scheduling appointments, maintaining accurate medical records, and assisting with the overall flow of clinic operations.

The ideal candidate is organized, detail-oriented, professional, and able to handle confidential patient information with discretion while providing a positive patient experience.

Essential Duties and Responsibilities

Front Desk & Reception

• Greet and check in patients upon arrival.
• Answer incoming phone calls, direct calls appropriately, and respond to general patient inquiries.
• Schedule, confirm, and reschedule patient appointments.
• Verify and update patient demographic and insurance information.
• Collect and maintain accurate patient registration information.
• Assist patients with completing necessary forms and paperwork.
• Communicate professionally with patients, providers, and staff.
• Maintain an organized, clean, and professional reception area.
• Assist with patient check-out and other front-office duties as needed.

Medical Records Management

• Maintain, organize, and update electronic medical records (EMR).
• Scan, upload, index, and properly file patient documents into the EMR system.
• Process incoming and outgoing medical records requests.
• Assist with obtaining medical records from outside providers and facilities.
• Ensure records are accurately documented and assigned to the correct patient charts.
• Monitor and follow up on outstanding medical records requests.
• Assist with preparing patient charts for upcoming appointments.
• Ensure medical records are handled, stored, and released in accordance with HIPAA regulations and clinic policies.
• Maintain confidentiality of all patient information and protected health information (PHI).

Administrative & Clinic Support

• Assist providers and clinical staff with administrative requests.
• Communicate messages and patient-related information to the appropriate departments.
• Assist with general office duties, including filing, faxing, copying, scanning, and data entry.
• Monitor incoming faxes, emails, and other correspondence.
• Help maintain efficient patient flow and support daily clinic operations.
• Perform additional administrative duties as assigned by management.

Qualifications & Requirements

• High school diploma or equivalent required.
• Previous experience in a medical office, healthcare setting, or front-desk position preferred.
• Familiarity with electronic medical records (EMR) systems preferred.
• Knowledge of medical terminology is a plus.
• Basic computer skills, including Microsoft Office, email, scanning, and data entry.
• Understanding of HIPAA regulations and patient confidentiality.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Professional, friendly, and customer-service-oriented attitude.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.

Skills & Competencies

• Excellent customer service and interpersonal skills.
• Strong time management and organizational skills.
• Ability to prioritize tasks in a fast-paced healthcare environment.
• Ability to handle confidential and sensitive information appropriately.
• Dependability, accountability, and professionalism.
• Ability to communicate effectively with patients, providers, and coworkers.

Work Environment

This position operates in a healthcare clinic environment and requires frequent interaction with patients, providers, and administrative staff. The employee must be able to manage multiple responsibilities while maintaining professionalism, accuracy, and efficiency.

Additional Responsibilities

Duties and responsibilities may be adjusted as needed to meet the operational needs of the clinic. Other duties may be assigned by management.