Medical Front Desk Receptionist

About the Role:

The Medical Front Desk Associate serves as the first point of contact for patients and visitors in a healthcare setting, playing a critical role in creating a welcoming and efficient environment. This position is responsible for managing patient check-ins, scheduling appointments, and handling communications between patients and medical staff to ensure smooth operational flow. The associate must maintain accurate patient records and process insurance information with attention to detail and confidentiality. By effectively coordinating administrative tasks and addressing patient inquiries, the role supports the overall patient experience and contributes to the DAV’s reputation for quality care. Ultimately, the Medical Front Desk Associate ensures that all front desk operations are conducted professionally, efficiently, and in compliance with healthcare regulations.

Responsibilities:

• Greet and check in patients promptly and courteously, verifying personal and insurance information.
• Schedule patient follow-up appointments using electronic health record (EHR) systems.
• Answer incoming phone calls, respond to patient inquiries, and direct calls to appropriate medical personnel.
• Scan patient insurance cards, maintain and update patient records accurately, ensuring confidentiality and compliance with HIPAA regulations.
• Collect co-pays and process payments, providing receipts and managing billing inquiries as needed.
• Coordinate communication between patients, healthcare providers, and administrative staff to facilitate smooth operations.
• Print schedules, checkout sheets, and patient charts/notes for upcoming appointments.
• Prepare and organize patient paperwork and medical forms prior to appointments.
• Manage waiting room flow to minimize patient wait times and maintain a calm, professional environment.
• Performs other duties as requested by providers, administrator or supervisor/site manager.
• Perform other administrative tasks or assignments as directed by supervisor or site manager.

Skills:

The Medical Front Desk Receptionist utilizes strong organizational skills daily to manage appointment schedules and patient records efficiently, ensuring accuracy and compliance with healthcare standards. Effective communication skills are essential for interacting with patients, medical staff, and insurance providers, facilitating clear and compassionate exchanges. Proficiency with EHR systems and office software enables the receptionist to handle data entry, billing, and appointment management seamlessly. Problem-solving skills help address patient concerns and resolve scheduling conflicts promptly. Additionally, attention to detail and confidentiality are critical in maintaining patient privacy and handling sensitive information in accordance with HIPAA regulations.

Supervisory Responsibility
This role has no supervisory responsibilities.

Work Environment
This job operates in a professional medical office environment within a clinical setting. It also utilizes standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• This is largely a sedentary role.
• The employee is frequently required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms.
• This position may require reaching above shoulder height or below the waist or lifting as required to file documents throughout the workday.
• Perform tasks using simple hand grasping, fine hand manipulation and reach associated with assigned tasks such as paperwork, use of a computer and using general office equipment – fax machines, telephones, copiers and scanners.
• Must have ability to communicate, through sight, hearing, and speech to perform assigned tasks and maintain proper job safety conditions.

Demonstrate cognitive ability to:

• Follow directions and routines
• Work independently with appropriate judgment
• Exhibit spatial awareness
• Read words and numbers
• Concentrate, memorize, and recall

Identify logical connections and determine sequence of response

Position Type and Expected Hours of Work
This is a full-time position. Days and typical hours of work are Monday through Thursday, 7:30 a.m. to 5 p.m. , and Friday 7:30 a.m. to 12:45 p.m.

Travel
Travel is required to fulfill any workforce shortages at the Practice’s other clinical sites.

Required Education and Experience

• High school diploma or GED diploma.

Preferred Education and Experience

• Previous medical receptionist experience preferred.
• Certification as a Medical Administrative Assistant or similar credential.
• Experience with insurance verification and billing processes.
• Familiarity with HIPAA regulations and patient privacy standards.
• Customer service experience in a healthcare or related setting.

Additional Eligibility Qualifications
None required for this position.

Work Authorization/Security Clearance
Must be authorized to work in the United States of America. Must acknowledge and agree to comply with the Practice’s policies including the drug and alcohol policies.

Other Duties
Please note this job description is representative and not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Dermatology Associates of Virginia is an Equal Employment Opportunity (EEO) employer.