Office Manager / Front Desk Receptionist

Key Responsibilities

Patient Reception & Customer Service

• Greet patients warmly upon arrival and check them in for appointments
• Answer incoming phone calls professionally and route to appropriate staff
• Respond to patient inquiries via phone, email, and in-person
• Check out patients after appointments and schedule follow-up visits
• Maintain a clean, organized, and welcoming reception area
• Provide comfort items and assistance to patients as needed (especially children and anxious patients)

Scheduling & Appointment Management

• Schedule, reschedule, and cancel patient appointments using practice management software
• Send appointment reminders and confirmations via phone, text, and email
• Manage provider calendars and optimize scheduling for efficiency
• Coordinate telehealth appointment logistics and send patient links
• Maintain accurate waitlist and fill cancellation slots promptly

Insurance & Billing Support

• Verify patient insurance eligibility and benefits prior to appointments
• Collect copays, deductibles, and outstanding balances at time of service
• Process credit card payments and maintain accurate cash drawer
• Submit prior authorization requests for procedures and medications
• Answer basic patient billing questions and escalate complex issues appropriately

Administrative Support

• Maintain patient records in EHR system with accuracy and confidentiality
• Scan, file, and organize medical documents and correspondence
• Process incoming and outgoing mail and faxes
• Order office supplies and maintain inventory
• Prepare patient intake forms and new patient packets
• Assist with basic medical records requests following HIPAA protocols

Office Coordination

• Open and close the office according to established procedures
• Ensure all patient-facing areas are clean and well-stocked
• Coordinate with clinical staff on patient flow and timing
• Report equipment issues or maintenance needs promptly
• Assist with special projects and tasks as assigned