Receptionist, Vascular Surgery (Hyannis)

capecodhc; Massachusetts; On-site; USD 40,000 - 52,000; Full time

Job summary

MACC is seeking a capable Medical Administrative Assistant to support patient intake, scheduling, and front-desk operations in a Massachusetts practice. The role requires strong communication skills, familiarity with electronic medical records, and professional phone etiquette.

You will handle registration, appointments, insurance coordination, and HIPAA-compliant information handling. The position emphasizes accuracy, multitasking, and collaborative work with physicians and staff.

Qualifications

• Excellent verbal and written communication skills.
• Familiarity with EMR and scheduling systems.
• Professional phone etiquette and multitasking.

Responsibilities

• Greets and promptly acknowledges patients’ presence in the waiting room.
• Answers the phone in a timely, polite and professional manner and takes messages within the EMR.
• Checks-in/registers patients in the EMR and verifies demographic information and insurance.
• Dispenses paperwork to patients and handles insurance cards and IDs.
• Schedules and reschedules appointments by phone or in person according to protocols.
• Maintains physician schedules and prepares charts for the next day.
• Edits clinicians' schedules for time off or meetings.
• Notifies clinicians of cancellations or no-shows.
• Sorts mail and distributes to staff.
• Checks out patients and coordinates follow-up and referrals.
• Prepares requisitions and referral forms as needed.
• Maintains patient records and scans documents into the EMR.
• Refer billing inquiries to the billing office.
• Provides medical records to outside entities per guidelines.
• Maintains HIPAA confidentiality and professional conduct.
• Supports cross-team communication and adapts to changes in workload.
• Attends departmental meetings and performs other duties as assigned.
• Able to float to other MACC practices when required.

Skills

English communication

Interpersonal skills

Typing 30 WPM

EMR familiarity

Education

High school diploma or equivalent

Tools

Electronic Medical Records (EMR)

MS Office

Job description

• Greets and promptly acknowledges patients’ presence in the waiting room
• Answers the phone in a timely, polite and professional manner, in three rings or less, directs calls to appropriate persons and takes accurate messages within the electronic medical record
• Checks-in/registers new and existing patients in the electronic medical record, verbally verifies all demographic information, verifies insurance authorization, collects co-pays, and prepares deposits for currier pickup
• Gives the appropriate paperwork to the patient to complete, photocopies patient’s insurance cards, and photo ID
• Schedule and reschedules patient appointments and/or consult requests in person or by telephone in the electronic medical record system in accordance to scheduling protocols
• Maintain physician's daily appointment schedule and prepares charts for the following day’s schedule
• Edit clinicians' schedules as needed to include time off, sick time, vacation, in-service and meeting time
• Processes cancellations and no show appointments, and notifies clinician of change in schedule
• Opens and distributes mail to appropriate staff mailboxes, physicians and practice manager
• Check-out patients and schedules any follow-up appointments necessary, coordinates orders for laboratory, radiology, other physician’s referrals, etc.
• Prepare associated forms such as requisitions or referral forms with review of any prep required
• Maintain patient records including the scanning of documents to file correspondence, reports, test results, etc within the EMR
• Refer patients with billing inquiries and/or payment questions to the billing office
• Print and/or provide medical records information to outside agencies and physicians under established guidelines
• Maintains confidentiality regarding patient information in accordance to HIPAA regulations
• Ensure accurate maintenance of administrative records and works and communicates effectively with co-workers, patients, visitors and other personnel within and outside the practice
• Maintains harmonious and cooperative relations with fellow employees, medical staff, patients and guests
• Demonstrate the ability to adjust to unexpected changes to assure that all responsibilities/ duties are met during absences or increased patient volumes
• Attends departmental meetings
• Performs all responsibilities/duties required by the position as defined in the scope of service, to assure that the needs of the patient are well served
• Ability to float to other MACC practices when required
• Perform other work related duties and activities as assigned or requested

• Ability to read, write and communicate in English
• High school graduate or equivalent related work experience to the position
• Strong communication and interpersonal skills
• Experience with current office technology, proficient with computer office applications (Electronic Medical/Health Records, MS Office, etc.) preferred
• Experience in an office setting with at least 1 year experience preferred
• Knowledge of various insurance authorization/referral requirements preferred
• Medical Terminology knowledge preferred
• Typing skills at 30 WPM preferred