Essential Medical Receptionist Duties for a Well-Run Office

Essential Medical Receptionist Duties for a Well-Run Office A medical receptionist serves as the face of the office. He or she is responsible for handling a variety of administrative and clerical duties, such as answering phones, greeting patients, scheduling appointments and much more. In smaller offices, the medical receptionist may even handle some of the clinical duties as well. In order to ensure that the front office is run like a well-oiled machine, the following essential medical receptionist duties must be met.

Common Medical Receptionist Duties  Greets and welcomes patients and visitors, both in person as well as over the phone  Conducts him or herself in a professional, friendly manner using appropriate telephone etiquette when answering incoming calls (the use of a script for medical receptionist may help)  Responsible for keeping the receptionist desk and waiting area clean and well-organized  Registers new patients and routinely updates existing patient files by collecting appropriate information, including personal and financial details  Effectively manages the schedule of providers, handling both the initial scheduling of appointments as well as cancellations, rescheduled appointments and any other situations that may arise  Performs all medical receptionist duties in a way that complies with state, local and federal laws and regulations, in particular those that relate to patient confidentiality  Facilitates efficient office workflow by notifying the physician or provider of patients’ arrival, communicating and managing delays and keeping all relevant parties informed at all times  Responds to inquiries from prospective and existing patients, as well as visitors and callers, in a prompt, courteous and accurate manner  Maintains stock of medical office supplies by anticipating inventory needs, monitoring office equipment and facilitating new orders Education Requirements In most cases, the majority of all medical receptionist duties can be handled by individuals who possess a high school diploma or graduation equivalency degree (GED). Depending on the facility and its individual requirements and/or preferences, candidates for the role of medical receptionists might also need some formal training. For instance, skills and knowledge of clinical procedures gained through an Associates degree in a clinical program or via a professional certificate program may also be required.

Experience and Skills

For entry level positions, basic experience in office administration or receptionist may be sufficient in performing the required medical receptionist duties listed above. Experience in a medical office setting is always preferable. Desired skills typically include:       

Telephone etiquette Customer service Basic computer programs (i.e. Word and Excel) Scheduling Time management Multi-tasking Organization

The most critical of these skills are: Telephone Etiquette – When patients or visitors call into the office, the way they are greeted and served by the front desk can have a direct impact on the facility’s profitability. As such, the receptionist must be professional, courteous, a good listener and have the ability to maintain strict confidentiality. This is one of the most important medical receptionist duties.

Customer Service – The receptionist is often the first point of contact a patient has with the medical provider. Providing personal attention and prompt service can go a long way toward creating a positive client experience. The receptionist should greet patients warmly, making eye contact with in-person visitors, and make every effort to assist them as quickly and effectively as possible. Any problems should be addressed immediately by bringing them to the attention of the administrator or clinician as needed.

Running a successful medical practice requires all hands on deck. The receptionist has the distinct job of making the best possible first impression on new patients as well as keeping existing clientele satisfied. Ensuring that – at the very least – the medical receptionist duties listed above, along with the appropriate education, experience and skills will help position the practice as a trusted resource and set the stage for continued success for many years to come.

Reference Resource Link- https://www.dailystrength.org/journals/essential-medicalreceptionist-duties-for-a-well-run-office