Medical Office Receptionist / Patient Experience Coordinator
Big Heart Center for Parkinson's Wellness
Bedford, TX
At Big Heart Center for Parkinson's Wellness, we believe every interaction matters. Our reception team is the first smile our patients see and the voice they hear when they call. We are looking for an energetic, compassionate, highly organized individual who thrives in a fast-paced medical environment and is passionate about creating an exceptional patient experience.
This position is much more than answering phones—it's about building relationships, supporting our clinical team, and helping people living with Parkinson's disease feel welcomed, valued, and cared for.
Position Summary
The Medical Office Receptionist serves as the first point of contact for patients, caregivers, physicians, and community partners. This role is responsible for scheduling, insurance verification, patient registration, communication, and ensuring the front office operates efficiently while delivering world-class customer service.
Essential ResponsibilitiesPatient Experience
- Greet every patient and caregiver with warmth, professionalism, and enthusiasm.
- Check patients in and out for appointments.
- Assist new patients with registration paperwork.
- Ensure every visitor feels welcomed and supported.
- Offer beverages and assistance when appropriate.
- Maintain confidentiality in accordance with HIPAA regulations.
Phone Management
- Answer incoming calls promptly using the Big Heart phone script.
- Schedule evaluations, follow-up appointments, wellness services, and exercise classes.
- Return voicemails promptly.
- Route calls to appropriate staff.
- Manage appointment reminders and confirmations.
Scheduling
- Coordinate therapist schedules efficiently.
- Fill cancellations from the waitlist.
- Monitor schedule utilization and identify openings.
- Assist with class registrations.
- Help maximize therapist productivity.
Insurance & Administrative Duties
- Verify insurance benefits.
- Obtain referrals and authorizations when appropriate.
- Scan and upload documents into the EMR.
- Maintain accurate patient demographics.
- Collect copays and outstanding balances.
- Prepare daily deposits.
- Process incoming faxes and medical records.
Communication
- Communicate effectively with therapists regarding schedule changes.
- Coordinate with physician offices regarding referrals.
- Respond to patient emails and portal messages.
- Follow up with prospective patients.
Office Organization
- Keep front desk organized and professional.
- Maintain waiting room cleanliness.
- Stock office supplies.
- Assist with marketing materials and patient packets.
- Prepare welcome folders for new patients.
Team Support
- Assist therapists with non-clinical needs.
- Help prepare treatment areas as needed.
- Support community events and educational workshops.
- Participate in team meetings.
- Cross-train in administrative functions.
Customer Service Expectations
Every patient interaction should reflect our mission of providing exceptional care.
Employees are expected to:
- Smile and acknowledge every patient immediately.
- Learn patients' names and greet them personally.
- Demonstrate empathy toward patients and caregivers.
- Handle concerns professionally.
- Communicate with kindness and patience.
- Create an environment that feels welcoming and encouraging.
Qualifications
Required:
- High school diploma or equivalent
- Minimum one year of medical office or customer service experience
- Excellent communication skills
- Strong computer skills
- Ability to multitask in a busy environment
- Professional appearance and demeanor
Preferred:
- Experience with electronic medical records (EMR)
- Insurance verification experience
- Outpatient therapy or physician office experience
- Knowledge of Medicare and commercial insurance
- Experience working with older adults or neurological populations
Skills & Competencies
- Outstanding customer service
- Strong organizational skills
- Attention to detail
- Ability to prioritize
- Professional phone etiquette
- Dependability
- Team-oriented attitude
- Positive outlook
- Problem-solving skills
- Time management
- Compassion and empathy
Performance Expectations
Success in this role includes:
- Maintaining a welcoming front office environment.
- Answering calls promptly and professionally.
- Keeping therapist schedules optimized.
- Maintaining accurate patient records.
- Minimizing scheduling errors.
- Collecting copays consistently.
- Supporting patient retention through excellent service.
- Contributing to positive patient satisfaction scores.
Physical Requirements
- Ability to sit and stand for extended periods.
- Frequent computer use.
- Ability to lift up to 25 pounds occasionally.
- Ability to walk throughout the clinic.
- Occasional bending, reaching, and carrying office supplies.
Why Join Big Heart?
At Big Heart Center for Parkinson's Wellness, we are redefining the standard of Parkinson's care through innovative therapy, wellness programming, education, and community. Our team is passionate about making a meaningful difference in the lives of our patients every single day.
We value:
- Compassion
- Excellence
- Teamwork
- Integrity
- Innovation
- Lifelong Learning
- Fun and Positive Energy
Ideal Candidate
The ideal receptionist is someone who:
- Loves helping people.
- Enjoys building relationships.
- Thrives in a fast-paced environment.
- Is proactive rather than reactive.
- Notices details others miss.
- Works well independently and with a team.
- Brings positive energy every day.
- Treats every patient like family.
This position offers an opportunity to become an integral part of a mission-driven team dedicated to improving the lives of individuals living with Parkinson's disease and other neurological conditions.
Job Types: Full-time, Part-time
Pay: $18.00 - $21.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
