Receptionist

Receptionist Job Description

Position Title: Receptionist
Department: Front Office / Operations
Reports To: Office Manager / Site Leadership

Office Hours: 7:00am to 3:30pm, M-F

Position Summary

The Receptionist serves as the first point of contact for patients, visitors, and callers at Concierge Clinical Trials (CCT). This role is responsible for delivering exceptional customer service while supporting front desk operations, administrative functions, patient coordination, and office organization. The ideal candidate is professional, detail-oriented, organized, and able to multitask in a fast-paced clinical environment while maintaining confidentiality and accuracy.

Key Responsibilities

Front Desk & Customer Service

• Greet patients, visitors, and clients in a professional, courteous, and welcoming manner.
• Answer, screen, and direct incoming phone calls promptly and professionally.
• Respond to general inquiries in person, by phone, and via email.
• Maintain a clean, organized, and welcoming reception and entrance area.
• Coordinate front desk coverage during breaks and lunch periods to ensure all calls and visitors are attended to at all times.
• Maintain strict confidentiality of patient and company information.
• Demonstrate reliability, professionalism, and strong attention to detail.
• Prepare and restock intake materials, charts, forms, and clinical documents for upcoming visits.
• Maintain organized and current front desk documentation to support efficient patient flow.

Administrative Support

• Prepare, sort, and distribute incoming mail and deliveries.
• Check the mailbox daily and coordinate certified mail shipments as needed.
• Notify designated personnel regarding incoming medical supply deliveries.

Office Operations

• Monitor and maintain office supplies for restrooms, breakroom, and supply areas.
• Track low inventory items and submit replenishment requests weekly.
• Organize and distribute incoming supply orders upon delivery.
• Maintain an organized and clean breakroom environment.

Clinical Conductor Operations

• Accurately check patients in and out using Clinical Conductor.
• Verify and update patient information at each visit.
• Distribute assigned Clinical Conductor CCPay Debit Cards and process patient reimbursements according to study protocols.
• Provide required forms and documentation to new and returning patients.
• Review completed forms for accuracy and completeness.
• Support the integrity and accuracy of the patient database.
• Report discrepancies, missing information, or updates to appropriate team members promptly.

Communication & Coordination

• Relay messages accurately and efficiently.
• Support internal communication and information flow between departments.
• Serve as a liaison between patients and the clinical team to ensure smooth coordination and accurate documentation.

Work Environment

• Fast-paced clinical and office environment with frequent interaction with patients, visitors, and staff.
• May require occasional local errands or transportation coordination.

Qualifications

• Previous receptionist, administrative, or customer service experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency with phone systems, email, Teams and basic computer applications.
• Ability to maintain professionalism and composure in a fast-paced environment.
• Experience in healthcare, clinical research, or medical office settings is a plus.

Job Type: Full-time

Pay: $22.00 - $27.00 per hour

Benefits:

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

Work Location: In person