Medical Receptionist

Position Title: Medical Receptionist

Position Summary
Serves as the initial point of contact for patients and visitors while supporting daily front office operations in a fast-paced medical practice. This role is primarily focused on patient check-in, chart management, and administrative duties, with occasional support for surgery scheduling and coordination as needed. The ideal candidate is highly organized, efficient, and able to multitask while maintaining a professional and patient-centered experience.

Schedule: Monday–Thursday, 7:30 AM – 4:00 PM. Occasional Fridays.
Pay: $25–$27/hour (depending on experience)

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Front Office & Patient Coordination

• Greet patients and visitors in a friendly, professional, and welcoming manner
• Answer phones, route calls, and take accurate messages
• Perform patient intake using EMR (confirm DOB, demographics, insurance, provider, appointment details)
• Create and maintain accurate patient charts, including uploading post-operative notes and documentation
• Primarily using paper charting
• Collect copays and payments; manage petty cash reconciliation
• Ensure completion of required forms and consents
• Communicate delays or scheduling changes to patients
• Schedule follow-up appointments and confirm upcoming visits
• Process medical records requests in compliance with HIPAA
• Maintain a clean, organized reception area and overall front office workflow
• Assist with administrative tasks including filing, data entry, faxing, no-show letters, and mail distribution
• Monitor and order office supplies; support general office operations
• Escalate patient concerns or complaints appropriately

Surgery Scheduling Support

• · Provide support to surgery scheduling team as needed (coverage, overflow, or coordination) Assist with coordinating procedures, including gathering documentation and verifying patient information
• · Communicate basic scheduling details and preparation instructions to patients
• Collaborate with clinical staff to ensure smooth coordination of care
• Enter and update scheduling-related information in EMR (EPIC)

SKILLS, QUALIFICATIONS & EXPERIENCE

• Strong customer service and interpersonal skills
• Highly organized with the ability to multitask and prioritize in a fast-paced environment
• Strong attention to detail and accuracy
• Efficient, proactive, and able to work both independently and as part of a team
• Clear and professional communication skills
• Ability to maintain confidentiality and handle sensitive information appropriately
• Proficiency in Microsoft Office, MS365, Teams, and EMR systems (EPIC preferred)
• Working knowledge of medical terminology

REQUIRED

• High School Diploma or GED
• 1–3 years of experience in a medical office or customer-facing administrative role
• Experience with EMR/EHR systems (EPIC preferred or equivalent)
• HIPAA compliance training (or willingness to complete upon hire)
• Must pass background check

PREFERRED / DESIRED

• Experience with surgical scheduling or procedure coordination

PHYSICAL REQUIREMENTS

• Ability to sit and stand for extended periods and perform general office duties
• Occasional lifting (up to 30 lbs), bending, and reaching
• Ability to perform essential job functions with or without accommodation

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Medical Specialty:

• Pain Medicine
• Surgery

Experience:

• Medical receptionist: 1 year (Required)
• Epic: 1 year (Preferred)

Ability to Commute:

• Santa Rosa, CA 95404 (Required)

Work Location: In person