Receptionist​/Administrative Assistant

The Receptionist/Administrative Assistant plays a pivotal role in ensuring the smooth and efficient operation of a healthcare facility by serving as the first point of contact for patients, visitors, and staff. This position requires managing front desk activities, including greeting and directing visitors, answering and routing phone calls, and handling patient check‑ins and appointments with professionalism and empathy. The role also involves performing a variety of administrative tasks such as maintaining accurate records, managing correspondence, and supporting healthcare staff with clerical duties to enhance overall office productivity.

By effectively coordinating communication and administrative processes, the Receptionist/Administrative Assistant contributes to a positive patient experience and supports the delivery of high‑quality healthcare services. This position demands strong organizational skills, attention to detail, and the ability to multitask in a fast‑paced environment while maintaining confidentiality and compliance with healthcare regulations.

• High school diploma or equivalent.
• Proven experience as a receptionist, administrative assistant, or in a similar role within a healthcare or customer service environment.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, Outlook) and familiarity with electronic health record (EHR) systems.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize effectively.

• Associate degree or certification in office administration, healthcare administration, or a related field.
• Experience working in a healthcare setting with knowledge of medical terminology and healthcare procedures.
• Familiarity with HIPAA regulations and patient privacy standards.
• Bilingual abilities, particularly in Spanish or other commonly spoken languages in the United States.
• Customer service or patient relations training.

• Greet and welcome patients, visitors, and vendors promptly and courteously, ensuring a positive first impression of the healthcare facility.
• Answer, screen, and forward incoming phone calls while providing accurate information or directing calls to appropriate personnel.
• Schedule, confirm, and manage patient appointments using electronic health record (EHR) systems and maintain appointment calendars.
• Maintain patient records and files, ensuring confidentiality and compliance with HIPAA and other healthcare regulations.
• Perform general clerical duties including data entry, filing, faxing, scanning, and managing incoming and outgoing mail.
• Assist healthcare staff with administrative support such as preparing documents, managing supplies, and coordinating meetings.
• Handle billing inquiries and assist with insurance verification processes as needed.
• Manage office inventory and order supplies to ensure the reception area and administrative functions operate smoothly.
• Coordinate communication between patients, healthcare providers, and external agencies to facilitate efficient service delivery.

The Receptionist/Administrative Assistant utilizes strong communication skills daily to interact effectively with patients, visitors, and healthcare staff, ensuring clear and compassionate exchanges. Organizational skills are essential for managing appointment schedules, maintaining accurate records, and handling multiple administrative tasks simultaneously without compromising quality. Proficiency with office software and EHR systems enables efficient data entry, document management, and appointment coordination, which are critical for smooth office operations.

Attention to detail ensures that patient information is accurately recorded and confidentiality is maintained in compliance with healthcare regulations. Additionally, problem‑solving and interpersonal skills help in addressing patient inquiries, resolving scheduling conflicts, and fostering a welcoming environment that supports the overall mission of the healthcare facility.