Patient Services Representative - Front Desk

Northeast Orthopaedic Alliance; Waltham (MA); On-site; USD 40,000 - 55,000; Full time

Job summary

Northeast Orthopaedic Alliance in Massachusetts seeks an administrative receptionist to greet patients, verify demographics and insurance, collect payments, and support scheduling across Dedham and Waltham locations.

The role includes handling inquiries, transcribing information, and coordinating with clinical staff to ensure smooth patient flow and accurate medical records; prior office experience preferred with strong communication and math skills.

Qualifications

• Associate's Degree (or 2-year degree) and 1 year of relevant work experience.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and priorities.

Responsibilities

• Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Receive payment and record receipts for services.
• Provide general administrative support such as proofreading or data entry.
• Greet patients and direct or escort them to destinations within the facility.
• Resolve complaints from patients or the public with courtesy.
• File and maintain records and transmit information to relevant parties.
• Schedule appointments and maintain calendars.
• Analyze data to answer questions from customers or the public.
• Provide information about locations, departments, or services offered.
• Handle mail, messages, or courier deliveries.

Skills

Active Learning

Active Listening

Critical Thinking

Math

Reading Comprehension

Speaking

Writing

Social Perceptiveness

Service Orientation

Coordination

Multitasking

Education

Associates Degree (2-year)

Job description

Job Location: Split between 40 Allied Dr., Dedham, MA & 71 Border Rd., Waltham, MA

Position Summary

• Greets patients as they arrive for scheduled appointments
• Provides new patients appropriate paperwork for required signatures (if they have not been pre-registered)
• Verifies demographic and insurance information for new and established patients, according to protocol; makes a copy of each patient’s insurance card, front and back and also their license
• Collects patients’ co-payment and any previous balances that are due. Manages Self‑pay client accounts.
• Checks for insurance referral and has patient sign waiver if referral has not been obtained.
• Explains financial and collection policies to new patients—provides written guidelines to each patient
• Ensures all patient paperwork is complete before patient is seen—puts the chart up for the clinical staff
• Informs patients in the reception area when the physicians are running behind—offers to reschedule them
• Summarized other duties include printing, cleaning, answering phones, monitoring voicemails, collecting and relaying information to appropriate areas in the practice.

Essential Duties and Responsibilities

• Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Receive payment and record receipts for services.
• Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to work with pay records, invoices, balance sheets, or other documents.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Hear and resolve complaints from customers or the public.
• File and maintain records.
• Transmit information or documents to customers, using email, mail, or fax.
• Schedule appointments and maintain and update appointment calendars.
• Analyze data to determine answers to questions from customers or members of the public.
• Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
• Collect, sort, distribute, or prepare mail, messages, or courier deliveries.

Minimum Qualifications

Experience typically gained with an Associate's Degree (or other 2-year degree) and 1 year of relevant work experience.

• Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Learning Strategies- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Mathematics- Using mathematics to solve problems.
• Monitoring- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Multitasking- the performance of more than one task at the same time.
• Reading Comprehension- Understanding written sentences and paragraphs in work related documents.
• Science- Using scientific rules and methods to solve problems.
• Speaking- Talking to others to convey information effectively.
• Writing- Communicating effectively in writing as appropriate for the needs of the audience.
• Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.
• Service Orientation- Actively looking for ways to help people.
• Coordination- Adjusting actions in relation to others' actions.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.