Medical Receptionist (Front line)

Job Description

Job Description

Description:

Motion is a different kind of physical therapy. We’re doctors, educators, and athletes who are driven to create a care experience that’s more personalized and more powerful. We put patients first with evidence-aligned, inclusive care that’s rooted in community.

All team members are expected to embody Motion’s values:

• We do: Act with integrity, excellence, and accountability

• We grow: Be forward-thinking, adaptable, and innovative

• We teach learn: Stay curious and committed to development

• We are inclusive: Foster a welcoming, community-driven environment

Job Description

The Front Line team member supports the daily operations of Motion’s clinic by managing front

desk responsibilities, patient communication, scheduling, insurance coordination, and

administrative workflows. Front Line staff are the first point of contact for patients and play a

critical role in delivering an exceptional, professional, and welcoming care experience while

ensuring the clinic runs efficiently.

The Front Line reports to the Office Supervisor and works closely with clinical and

administrative team members to support patient care and clinic flow.

Key Responsibilities

Patient Scheduling & Front Desk Operations

• Greet patients warmly at the front desk and over the phone, delivering a consistently welcoming and professional experience
• Manage patient check-in and check-out, ensuring accurate, efficient, and friendly service
• Schedule, confirm, reschedule, and cancel patient appointments to maintain quality care and clinic efficiency
• Follow up with patients regarding no-shows, late arrivals, or recurring cancellations under the Office Supervisor’s direction
• Answer phone calls, voicemails, and emails promptly and professionally
• Assist patients in completing intake paperwork and functional outcome tool assessments

Insurance, Authorizations Front-End Revenue Cycle

• Collect patient insurance information and accurately enter it into the patient chart so a specialist or third-party company can verify benefits
• Obtain and track pre-authorizations and referrals; stay current with payer requirements and policies
• Collect co-pays, self-payments, and outstanding balances at the point of service
• Communicate regularly with the back-office billing team to support clean claims and accurate front-end processes
• Fax, scan, and send updated clinic notes, referral forms, and other paperwork to insurance companies, physicians, QRCs, and other involved parties

Clinic Flow & Patient Experience

• Support smooth daily clinic flow by anticipating scheduling needs and coordinating with clinical staff
• Ensure all patient interactions (in-person, phone, email) meet Motion’s service standards
• Address patient questions and concerns professionally and escalate to the Office Supervisor when appropriate
• Act as a liaison between patients, clinicians, referral sources, insurance companies, QRCs, and other involved parties

Administrative Operations

• Maintain accurate patient records and adhere to HIPAA and patient privacy standards at all times
• Handle incoming and outgoing mail, deliveries, and email
• Assist with clinic supply inventory and ordering on a regular basis
• Maintain organization and cleanliness of the front office and shared spaces; communicate with building maintenance as needed
• Operate and troubleshoot office equipment (printer, fax, copier, scanner), computer systems, phones, and wireless internet
• Follow company policies and procedures, including safety protocols, and adapt to changes in staffing levels, regulations, and clinic operations

Requirements:

Qualifications

• Strong organizational and multitasking skills
• Prior scheduling, customer service, or healthcare administration experience preferred
• Excellent interpersonal and communication skills; able to work in a high-functioning, fast-paced team environment
• Fundamental understanding of healthcare policies and procedures
• Familiarity with insurance processes, authorizations, and front-end revenue cycle preferred
• Proficient with EMR/scheduling systems and general office software (Word, Excel, email)
• Ability to speak, read, and write English proficiently
• Commitment to Motion’s values, patient experience, and team culture

Working Conditions / Physical Requirements

• Regular business hours (Monday–Friday) with occasional flexibility as needed
• Consistent computer, phone, and front desk activity
• Ability to manage a fast-paced, patient-facing environment
• Light physical activity (organizing supplies, sterilizing equipment, maintaining clinic space)
• Adherence to HIPAA and patient privacy standards