Position Summary
The Receptionist is the first point of contact for patients, visitors, vendors, and callers. This role is responsible for creating a professional, welcoming, and organized front-desk experience while supporting efficient clinic flow, accurate scheduling, patient communication, insurance intake, payment collection, and coordination between the front office, medical assistants, providers, and spa/aesthetic team.
The ideal candidate is polished, dependable, detail-oriented, calm under pressure, and comfortable working in a fast-paced dermatology environment.
Key Responsibilities
Patient Greeting and Check-In
- Welcome patients warmly and professionally.
- Verify patient identity, demographics, insurance, referral information, and contact details.
- Confirm required forms, consents, HIPAA acknowledgments, and medical history updates are completed.
- Notify clinical staff when patients are checked in and ready.
- Monitor lobby flow and communicate delays professionally.
Scheduling and Appointment Management
- Schedule new and established patient appointments accurately.
- Understand basic dermatology appointment types, including medical dermatology, skin checks, procedures, Mohs surgery, follow-ups, cosmetic consultations, and aesthetic services.
- Confirm appointments by phone, text, or patient communication system.
- Manage cancellations, no-shows, rescheduling requests, and waitlist opportunities.
- Ensure appointment length and provider templates are followed correctly.
Phone and Patient Communication
- Answer incoming calls professionally and route calls appropriately.
- Triage non-clinical calls such as scheduling, billing questions, directions, records requests, and general clinic questions.
- Route clinical questions to the appropriate medical assistant or provider.
- Monitor voicemails, messages, faxes, and electronic communication queues.
- Use approved scripts and maintain patient confidentiality.
Insurance and Registration
- Collect and verify insurance information before or at the time of visit.
- Scan insurance cards, photo IDs, referrals, and authorization documents.
- Identify missing referrals, authorizations, or eligibility concerns and escalate appropriately.
- Inform patients of copays, balances, cosmetic fees, deposits, and payment expectations.
Payment Collection
- Collect copays, deductibles, balances, cosmetic payments, product payments, and deposits as directed.
- Post payments accurately in the appropriate system.
- Provide receipts and reconcile payments according to office policy.
- Communicate clearly with patients about balances without giving clinical or billing advice beyond role scope.
Medical Records and Documentation Support
- Process records requests according to HIPAA and clinic policy.
- Scan and upload documents into the EMR.
- Ensure patient charts contain accurate demographic and administrative information.
- Assist with faxing, referral documentation, and outside record coordination.
Dermatology Clinic Flow Support
- Communicate with medical assistants, providers, and spa staff regarding patient arrival, late arrivals, schedule changes, and urgent administrative issues.
- Help maintain smooth transitions between front desk, medical dermatology, Mohs surgery, and aesthetic services.
- Support daily huddles, readiness checks, and end-of-day closing tasks.
Front Desk Organization
- Maintain a clean, organized, and professional reception area.
- Keep forms, brochures, product displays, and office supplies stocked.
- Follow opening and closing procedures.
- Protect patient privacy at all times.
Required Qualifications
- High school diploma or equivalent required.
- Prior front desk, customer service, or administrative experience required.
- Medical office experience strongly preferred.
- Dermatology, plastic surgery, med spa, or specialty clinic experience preferred.
- Strong computer and phone skills.
- Ability to learn EMR, scheduling, phone, messaging, and payment systems.
- Excellent communication and customer service skills.
- Ability to multitask in a busy clinical environment.
- Professional appearance and demeanor.
Preferred Skills
- Experience with dermatology EMR systems such as ModMed EMA.
- Experience with Weave or similar phone/text communication systems.
- Experience with Boulevard or spa scheduling systems.
- Knowledge of insurance verification, referrals, authorizations, copays, and patient balances.
- Comfort discussing cosmetic consultations, deposits, and scheduling requirements.
- Bilingual skills are a plus.
Key Competencies
- Professionalism and discretion
- Patient-centered communication
- Accuracy and attention to detail
- Reliability and punctuality
- Teamwork
- Ability to stay calm under pressure
- Strong follow-through
- Respect for HIPAA and confidentiality
- Willingness to learn dermatology-specific workflows
Physical Requirements
- Ability to sit, stand, walk, and use a computer for extended periods.
- Ability to communicate clearly by phone and in person.
- Ability to occasionally lift office supplies or documents up to 20 pounds.
- Ability to work in a busy clinical setting with frequent interruptions.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
