Position Summary
At Great Plains Diabetes, we believe every interaction matters. The Medical Office Receptionist serves as the first point of contact for patients, families, healthcare professionals, and community partners, creating a welcoming, compassionate, and professional experience from the moment someone walks through our doors or contacts our office.
This position coordinates front office operations, including patient scheduling, registration, insurance verification, payment collection, and medical billing support while ensuring exceptional customer service and administrative excellence.
The ideal candidate is organized, detail-oriented, and enjoys building relationships with patients. They understand that compassion, professionalism, and outstanding service are essential components of quality healthcare and are committed to supporting the mission of Great Plains Diabetes by helping individuals and families live well with diabetes.
Essential Duties and ResponsibilitiesReception and Patient Services
· Greet patients, families, visitors, and vendors in a professional and courteous manner.
· Answer and route telephone calls, respond to routine questions, and accurately document patient messages.
· Schedule, confirm, reschedule, and cancel patient appointments.
· Assist patients with completing registration forms, medical histories, consent forms, and other required documents.
· Verify and update patient demographic, contact, pharmacy, and insurance information at each visit.
· Monitor the reception area and help maintain an orderly, welcoming, and confidential environment.
· Provide patients with general information about clinic services, office policies, appointment preparation, and available education programs.
· Coordinate interpreter services or other patient accommodations when needed.
Insurance and Billing Responsibilities
· Verify insurance eligibility, benefits, copayments, deductibles, and referral requirements before appointments.
· Obtain insurance authorizations and referrals when required.
· Collect copayments, deductibles, outstanding balances, and other patient payments. Accurately post payments and provide receipts.
· Explain billing procedures and account balances to patients in a respectful and understandable manner.
· Prepare and submit clean insurance claims or provide supporting information to the clinic’s billing service.
· Review claims for accurate patient information, insurance information, provider information, diagnosis codes, procedure codes, and required documentation.
· Monitor rejected or denied claims and assist with corrections, resubmissions, and appeals.
· Post insurance payments, contractual adjustments, and patient payments when assigned.
· Review accounts receivable reports and follow up on unpaid insurance claims and outstanding patient balances.
· Assist patients with payment arrangements and financial assistance applications according to organizational policies.
· Maintain accurate records of billing communications, claim activity, and payment arrangements.
· Communicate with insurance companies, patients, providers, and billing vendors to resolve account issues.
· Identify billing discrepancies and report concerns promptly to the appropriate supervisor.
Administrative and Clinical Support
· Scan, upload, and properly categorize insurance cards, identification documents, referrals, medical records, and other information in the electronic health record.
· Process incoming and outgoing medical records according to clinic policy and authorization requirements.
· Distribute incoming mail, faxes, electronic messages, and documents to the appropriate staff member.
· Assist with referral coordination and follow-up documentation.
· Prepare patient schedules, forms, reports, and other materials needed for daily clinic operations.
· Maintain adequate supplies of registration forms, educational materials, and office supplies.
· Support diabetes education programs, community events, and other organizational activities as needed.
· Communicate scheduling, insurance, or billing concerns to providers and clinical staff in a timely manner.
· Participate in staff meetings, training, and quality-improvement activities.
Compliance and Confidentiality
· Protect the privacy and confidentiality of patient, employee, financial, and organizational information.
· Follow HIPAA requirements and all clinic privacy, security, and records management policies.
· Confirm patient identity before releasing protected health information.
· Follow established procedures for collecting, documenting, and securing patient payments.
· Maintain accurate and complete documentation in the electronic health record and billing system.
· Report potential privacy, billing, safety, or compliance concerns to the appropriate supervisor.
Required Qualifications
· High school diploma or equivalent.
· Two or more years of experience in a medical office, physician practice, specialty clinic, or other healthcare setting.
· Experience with patient scheduling, registration, insurance verification, and front office operations.
· Working knowledge of medical insurance, eligibility verification, referrals, prior authorizations, copayments, deductibles, and claims processing.
· Experience using an Electronic Health Record (EHR) or practice management system.
· Strong computer proficiency including Microsoft Office and electronic scheduling systems.
· Excellent verbal and written communication skills.
· Strong customer service skills with the ability to communicate compassionately and professionally with patients and families.
· Ability to manage multiple priorities while maintaining accuracy, confidentiality, and professionalism.
Preferred Qualifications
· Two or more years of medical office or medical billing experience.
· Experience working in a physician practice, specialty clinic, diabetes center, or nonprofit healthcare organization.
· Knowledge of Medicare, Medicaid, and commercial insurance billing.
· Familiarity with medical terminology, ICD-10-CM, CPT, and HCPCS coding.
· Experience reviewing claim denials and accounts receivable reports.
· Experience collecting patient balances and establishing payment arrangements.
· Bilingual communication skills.
Knowledge, Skills, and Abilities
· A warm, respectful, and patient-centered approach.
· Professional telephone and front-desk etiquette.
· Strong attention to detail and data-entry accuracy.
· Effective time-management and organizational skills.
· The ability to communicate financial information with sensitivity.
· The ability to remain calm and professional when assisting patients who are frustrated, anxious, or experiencing financial concerns.
· The ability to work independently while contributing to a collaborative healthcare team.
· Dependability, punctuality, flexibility, and sound judgment.
· A genuine passion for helping others and creating an exceptional patient experience.
· The ability to build trust and rapport with patients and families living with chronic health conditions.
· Strong emotional intelligence and empathy when assisting individuals experiencing stress, anxiety, or financial concerns.
· A collaborative mindset and willingness to support teammates across all areas of the organization.
· A commitment to continuous learning and to the mission and values of Great Plains Diabetes.
Physical and Work Requirements
· Ability to work at a computer and telephone for extended periods.
· Ability to sit, stand, walk, bend, and reach as needed to perform office duties.
· Ability to lift and carry office supplies or materials weighing up to approximately 20 pounds.
· Ability to communicate effectively in person, by telephone, and through electronic systems.
· Regular and reliable attendance is an essential function of the position.
· Occasional evening or weekend work may be required for educational programs or community events.
Performance Expectations
· Accuracy of patient registration, scheduling, insurance, and billing information.
· Timeliness of insurance verification, claim follow-up, and payment posting.
· Professionalism and quality of patient service.
· Effectiveness in collecting copayments and addressing outstanding balances.
· Compliance with confidentiality, documentation, and organizational policies.
· Dependability, teamwork, communication, and completion of assigned responsibilities.
Mission & Culture of Great Plains Diabetes
At Great Plains Diabetes, we are committed to improving the lives of people living with diabetes through education, advocacy, support, and compassionate care. Every member of our team contributes to creating an environment where patients feel respected, welcomed, and empowered.
This role plays an essential role in fulfilling that mission by providing exceptional service, building meaningful relationships, and ensuring every patient interaction reflects the values of Great Plains Diabetes.
Equal Employment Opportunity
Great Plains Diabetes provides equal employment opportunities to qualified applicants and employees and does not discriminate on the basis of any status protected by applicable federal, state, or local law.
Pay: $18.00 - $25.00 per hour
Benefits:
- Opportunities for advancement
- Paid sick time
- Paid time off
Education:
- High school or equivalent (Required)
Experience:
- medical office, physician practice, or specialty clinic: 2 years (Required)
Work Location: In person
