The Front Desk / Receptionist serves as the first point of contact for patients and visitors, providing a warm and professional welcome. This role is responsible for greeting and registering patients, verifying insurance information, processing payments, scheduling follow-up appointments, and maintaining accurate and confidential patient records. The receptionist ensures all front-office operations are conducted efficiently, courteously, and in accordance with clinic policies and procedures.
Essential Duties and Responsibilities
Greet all patients and visitors in a friendly, professional, and caring manner.
Verify patient demographics, insurance information, and ensure all necessary paperwork is completed and filed (e.g., copies of insurance cards, photo ID, consent forms, new patient forms, etc.).
Confirm that all insurance coverages (primary, secondary, and tertiary) are correctly entered and in proper order.
Receive encounter forms and calculate patient amounts due, including co-pays, deductibles, and outstanding balances.
Process and record patient payments accurately; prepare and balance daily transaction reports.
Verify that pre-certifications or referrals are obtained as required.
Schedule and confirm follow-up appointments and communicate instructions clearly to patients.
Answer telephone calls promptly and courteously, providing assistance to patients, healthcare providers, and other offices as needed.
Contact patients regarding missed (“no-show”) appointments and assist in rescheduling.
Maintain patient confidentiality in compliance with HIPAA and clinic policies.
Provide support in other office duties as needed and collaborate with team members to ensure efficient operations.
Travel to the Granbury office as required.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education
Experience
Prior experience in a medical office, healthcare administration, clerical support, customer service, or telecommunications environment is preferred.
Skills and Abilities
Proficient typing, filing, and general clerical skills.
Strong verbal, written, and telephone communication abilities with professional etiquette.
Excellent interpersonal skills and customer service abilities when interacting with patients, staff, and external partners.
Ability to maintain confidentiality, handle sensitive information, and remain calm and professional in all situations.
Strong attention to detail, accuracy, and organizational skills.
Effective problem-solving, decision-making, time-management, and multitasking abilities, including in fast-paced or noisy environments.
Basic proficiency with computers, word processing programs, EMR systems (NextGen preferred), and medical management software.
Ability to work independently with minimal supervision and collaboratively as part of a team.
Language Requirement
Proficiency in reading, writing, and speaking English is required to perform essential job duties, including communicating with callers, routing critical information, interpreting written instructions, and ensuring patient and staff safety.
Bilingual abilities, (English and Spanish), are a plus.
Licensure/Certification
Physical and Mental Requirements
Frequent sitting with intermittent walking.
Occasional bending, stooping, and reaching as required for daily tasks.
Regular use of hands and fingers for typing, computer operation, and handling office materials.
Ability to regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds.
Visual abilities including close, distance, and peripheral vision; depth perception; and the ability to adjust focus for reading documents and computer screens.
Work environment is typically quiet and professional but may become fast-paced with distracting noise levels due to phone activity.
Competencies
Problem Solving: Identifies and resolves issues promptly; uses sound reasoning and judgment to address challenges effectively.
Customer Service: Responds promptly and professionally to patient, staff, and external requests; handles difficult or emotional situations with empathy and composure.
Interpersonal Skills: Maintains confidentiality; listens effectively without interrupting; manages conflict calmly and constructively; interacts respectfully with others.
Oral Communication: Speaks clearly and professionally in all situations; listens actively; seeks clarification when needed; responds appropriately to questions and concerns.
Judgment: Demonstrates sound and timely decision-making, including in fast-paced or sensitive situations.
Professionalism: Maintains composure under pressure; treats others with respect; accepts responsibility for actions; demonstrates reliability and ethical conduct.
Quality: Ensures accuracy, thoroughness, and attention to detail in all work; maintains high standards for documentation and workflow.
Attendance/Punctuality: Maintains consistent and timely attendance; ensures work responsibilities are covered when absent.
Dependability: Follows instructions; completes tasks on time; meets deadlines; delivers reliable and thorough work.
Initiative: Takes proactive action; seeks opportunities to assist others and improve processes; contributes positively to overall office operations.
Shift/Schedule:
- Full-time, Monday to Thursday, 8:30 am to 5 pm
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Friday 8:30 am to 3:00pm
Benefits:
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Paid time off
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Health insurance
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Dental insurance
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Vision insurance
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401(k)
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Life insurance
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Disability insurance
Interview Process:
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Selected applicants will be invited to an in-person interview at the Heart Center and must take and pass a proctored receptionist knowledge exam to be considered for interview with hiring manager.
We're looking for someone passionate and eager to contribute to our growing team. If this opportunity aligns with your career goals and expertise, we'd love to hear from you.
