Medical Receptionist

CASTLE VALLEY CHILDREN’S CLINIC

JOB DESCRIPTION

Title: Medical Office Receptionist Location: New Castle

Date: 3-19-2026 Salary: $20.00-$24.00 per hour

Job Summary

To provide a welcoming environment for the patient and their family throughout their experience at CVCC. Ensuring a successful experience by completing patient medical and financial information in a timely, accurate, and confidential manner while performing duties that support quality Medical Home health care.

Essential Responsibilities and Duties

A. Customer Service

1. Smile, greet patients and perform check-in process. Verify demographics are up to date. This includes address and phone number. Ask for insurance card and update insurance information, at every appointment.

2. Provide tablets/screeners/paperwork to be filled out by patient/family member.

3. Answer phones efficiently, in a polite way, and direct calls appropriately.

4. Relay messages accurately to patient(s), provider(s), billing department and staff.

5. Maintain patient confidentiality, in accordance with HIPPA regulations, at all times.

6. Always maintain a professional demeanor with patients, families, vendors, and staff.

B. Duties

1. Complete HIPPA training.

2. Complete front office skill checklist.

3. Demonstrate basic computer and keyboard skills.

4. Demonstrates accurate date entry with minimal errors.

5. Communicate effectively through phone, patient portal, fax, and internal data system.

6. Demonstrate ability to prioritize multiple phone calls while patients are arriving for their appointment or checking out.

7. Provide administrative support, including but not limited to scheduling, rescheduling, or canceling appointment(s) for new and established patients. Answering multiple telephone lines, transferring calls, completing recalls, call backs to patient, and processing medical record requests.

8. Knowledge of preferred patient provider relationship.

9. Ability to call and confirm or make appointments.

10. Implement and understand recall system.

11. Comfort patients by anticipating patient needs, answering questions, and asking for assistance when needed.

12. Knowledgeable of insurance companies, cards, and co-pays.

13. Collect co-pay at time of service and maintain daily cash report.

14. Configure sliding scale application and implement accordingly to qualification standards.

15. Ensure accuracy of self-pay patients by working with staff and confirming services provided with the provider and applying charges from the charge sheet to the superbill.

16. Post incoming payments, when necessary.

17. Forward calls or questions regarding statements, billing, and insurance payments to our billing department or supply contact information to patient.

18. Reconciliation of credit card machine.

19. Balance daily cash report.

20. Verify insurance eligibility before appointment.

21. Keep patient appointments on schedule by notifying MA, through EMR, by timing the patient in once check in process is complete.

22. Communicate late appointment arrivals, with as much detail as possible, with provider before deciding the outcome of the late appointment.

23. Direct patient to social services when needed for state Medicaid/CHP insurance, or immunization questions outside of well care appointments or for travel outside the country.

24. Verify insurance, demographics, history, next of kin, pharmacy, and compile patient paperwork for the next business day.

25. Verify future appointments before auto reminder is sent out at noon, two days prior to appointment.

26. Recognize schedule changes throughout the shift.

27. Knowledge of allowed areas of the EMR and the ability to systematically take, record, and pass on messages.

28. Knowledge of the EMR tabs within the patient chart and where records are placed.

29. Efficiently uses scanner to place record in patient chart.

30. Complete front office to do log, daily

31. Participate in quality improvement meetings bi-weekly.

32. Aware of quality improvement processes and activities in the clinic.

33. Maintain operations by following policies and procedures; reporting needed changes.

34. Maintain orderly reception area, responding to emergencies.

35. Sanitize commonly used surfaces throughout the shift.

36. Capable of working independently.

37. Perform duties or projects as determined by supervisor.

Job Qualifications

A. Education or Formal Training and Experience

1. High School Diploma or equivalent.

2. Minimum 1 year experience in medical or financial field preferred.

3. Minimum 1 year experience in customer service capacity.

4. Spanish speaking preferred

B. Knowledge, Skill, and Ability

1. Knowledge of medical terminology helpful.

2. Skill in typing and data entry.

3. Skill in phone etiquette and customer service.

4. Ability to work in a professional manner.

5. Ability to establish and maintain courteous working relationships to convey information effectively with patients, staff member, and others.

6. Ability to organize, prioritize and problem solve.

7. Ability to actively look for ways to help people.

C. Physical Requirements and Workplace Environment

1. Requires periods of standing and sitting.

2. Requires ability to lift, carry, push, and pull up to 35 pounds.

3. Requires sufficient near vision to be able to read documents and computer screen.

4. Requires ability to comprehend both oral and written communication.

5. Requires ability to use routine office equipment such as computer, copy/fax machine, and telephone.

6. Must pass criminal background check.

7. Annual Flu vaccine required.

Obtain vaccine records for MMR, Varicella, T-DaP, and Hep B.

Pay: $20.00 - $24.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person