PT Receptionist

Overview

Medical Receptionist’s main role is to serve as a point of contact for patients before and after their appointment, recording interactions and tracking files as necessary. They communicate with outside medical institutions and securely gather patient information to enter it into the digital database.

Typical day starts with responding to email and phone messages and updating the day’s schedule. The receptionist contacts doctors and technicians about cancellations or last‑minute appointments scheduled that morning. Before the office opens, they help with filing tasks, copying forms, and sorting outgoing mail. They greet patients, help them with paperwork, check their identification, and alert medical staff that the patient has arrived.

After an appointment, they schedule follow‑ups, send prescription requests, collect payment, and update information in the Nex Gen system.

• Greet patients professionally both in person and on the phone.
• Answer or properly refer questions and issues.
• Optimize provider schedules to achieve patient satisfaction with efficient scheduling.
• Check‑in patients in the EHR system upon arrival and notify technical staff.
• Comfort patients by anticipating anxieties and effectively answering questions.
• Check‑out patients and schedule follow‑up appointments per physician instructions.
• Schedule and confirm patient diagnostic appointments, surgeries, or medical consultations.
• Evaluate prescriptions in conjunction with clients’ visual requirements.
• Verify patients’ insurance information, scan the insurance card, and enter information into Next Gen.
• Verify financial records, collect patient charges, file, and expedite third‑party claims.
• Maintain office inventory and equipment, anticipating supply needs and expediting orders.
• Perform other duties as assigned by the supervisor.

• Handle multi‑line phone systems concurrently.
• Answer telephones and direct calls to appropriate staff.
• Greet patients professionally on the phone.
• Assist and triage patients as necessary.
• Receive and route messages to appropriate staff.
• Ensure the patient is not on hold for an excessive amount of time.
• Answer the phone and not re‑route the call before questioning the patient about the reason for their call.

Required experience:

1 to 2 years.

• High School graduate or GED.
• Training or experience in a medical office.
• Communication skills.
• Must be able to communicate effectively in English.