Front Office Representative (Medical Office) - Mesa, AZ

Job Description

Job Description

Front Office Representative (Medical Office) - Mesa & Gilbert, AZ

If you are the person who keeps a busy front desk calm, organized, and welcoming, we would like to meet you. We are hiring full-time Front Office Representatives for our Mesa and Gilbert, Arizona offices, and we have openings at both locations.

Overview & Highlights:

• Location: Mesa and Gilbert, AZ — on-site openings available at both offices
• Schedule: Full-time, during regular clinic business hours
• Compensation: $19.50–$21.00 per hour
• Benefits: Reviewed with you during the interview process
• Work Setting: Outpatient medical office — front desk and patient reception
• Remote / Hybrid / On-Site Status: On-site

Location & Logistics:

• Work Environment: Professional, fast-paced medical office with steady patient volume and regular interaction with patients, providers, and administrative staff
• Department or Team: Front office team, working side by side with clinical staff, physicians, and advanced practice providers
• Patient-Facing Responsibilities: Yes — you are the first point of contact for patients and visitors, in person and by phone
• Systems / EMR / Software: Electronic medical records and patient scheduling software, plus standard office applications
• Travel: None anticipated; this is a single-location, on-site role
• Reporting Structure: Reports to medical office leadership

About the Opportunity / A Day in the Life:

Your day starts at the front desk, getting the schedule ready before the first patients arrive. You greet people as they come in, check them in, confirm demographics and insurance, and help them through registration forms so visits start on time and without confusion. When the phone rings, you answer it the same way — friendly, clear, and ready to help with a question, a reschedule, or a message for the clinical team.

From there, the work moves between people and details. You schedule and confirm appointments for physicians and advanced practice providers, keep daily provider schedules accurate, and let the clinical team know when a patient has arrived, a time has changed, or the day is running behind. Accuracy matters here: verifying eligibility, capturing insurance and financial information correctly, and documenting carefully is what keeps claims clean and patients from being surprised later.

In the quieter stretches you keep the office running — filing, scanning, faxing, email correspondence, preparing forms and reports, watching supply levels, and maintaining organized patient records. Patient privacy is part of every task, so you handle protected health information carefully and follow established HIPAA procedures from check-in through documentation. At check-out you close the loop, schedule the next visit, and leave the reception area ready for whoever walks in next.

Why This Role Stands Out:

• A stable, full-time, daytime on-site schedule in an established outpatient practice with multiple East Valley offices
• Openings in both Mesa and Gilbert, so you can work close to home
• A supportive, team-oriented office where front office and clinical staff actually work together
• Clear workflows for scheduling, registration, and insurance verification, rather than figuring it out as you go
• Real opportunities for professional development and career growth as the practice grows
• Meaningful daily contact with patients and healthcare professionals — the work is visible and it matters

What We're Looking For:

• At least one year of recent medical office, patient scheduling, or comparable healthcare administrative experience
• A warm, professional presence with patients in person and on the phone
• Strong organization and attention to detail, especially with insurance and demographic information
• Comfort juggling a phone, a waiting room, and a provider schedule at the same time
• Dependability and discretion with confidential patient information
• Someone who is comfortable working independently and as part of a busy team

Job Duties & Responsibilities:

• Welcome patients and visitors in a friendly, courteous, and professional manner
• Manage patient check-in and check-out accurately and efficiently
• Answer incoming calls, respond to inquiries, and maintain professional telephone etiquette
• Address patient questions and concerns promptly and professionally
• Keep the reception area clean, organized, and welcoming
• Schedule, confirm, and coordinate appointments for physicians and advanced practice providers
• Prepare and maintain daily provider schedules to support efficient patient flow
• Communicate patient arrivals, appointment changes, and scheduling delays to clinical staff
• Register new patients and update existing demographic information
• Verify insurance coverage and eligibility, and collect accurate personal, insurance, and financial information
• Assist patients with registration forms and required documentation
• Perform general administrative duties including filing, faxing, scanning, email correspondence, and document management
• Prepare reports, forms, and administrative documents as directed, and maintain organized patient records and administrative files
• Monitor office supplies, assist with inventory, and report equipment maintenance needs
• Maintain strict confidentiality of patient information, handle protected health information (PHI) securely, and follow HIPAA and organizational policies

Required Qualifications:

• High school diploma or GED
• At least one year of recent experience in medical office administration, patient scheduling, or a comparable healthcare administrative role
• Knowledge of HIPAA regulations and patient confidentiality requirements
• Excellent communication, interpersonal, and customer service skills
• Strong organizational, multitasking, and time-management skills, with strong attention to detail
• Ability to prioritize in a fast-paced healthcare environment
• Proficiency with computers and standard office equipment
• Ability to work independently and collaboratively with providers and administrative staff
• Ability to sit, stand, walk, bend, reach, and lift or move items weighing up to 50 pounds throughout the workday, with or without reasonable accommodation
• Ability to successfully complete applicable background checks
• Availability to work on-site full-time in Mesa or Gilbert, AZ

Preferred Background:

• Associate degree or completion of a certified medical office administration training program
• Previous experience as a Medical Receptionist, Front Desk Receptionist, Patient Service Representative, or Medical Office Assistant
• Experience with electronic medical records (EMR/EHR) and patient scheduling systems
• Knowledge of medical terminology, insurance verification, and healthcare administrative workflows
• Bilingual proficiency in English and Spanish

This Role Is Likely a Fit If You…

• Genuinely enjoy being the first friendly face a patient sees
• Like a predictable, full-time, on-site schedule with a clear set of daily responsibilities
• Stay organized when the phone, the lobby, and the schedule all need you at once
• Take pride in getting demographics, insurance, and documentation right the first time
• Want to grow into more responsibility in medical office operations over time

This Role May Not Be a Fit If You…

• Prefer remote or hybrid work — this position is fully on-site
• Would rather not spend much of the day on the phone and face to face with patients
• Find repetitive administrative and documentation work draining
• Dislike working within strict privacy, documentation, and insurance rules
• Are looking for clinical, hands-on patient care responsibilities rather than front office work

Why Join Us:

We are an established outpatient medical practice with several offices across the East Valley, and our front office team is a real part of patient care — not an afterthought. You will work with providers and clinical staff who rely on you, in an office that values organization, professionalism, and treating every patient well.

If you are dependable, personable, and organized, and you enjoy helping patients while keeping a busy medical office running smoothly, we would like to hear from you. Please apply with your most updated resume — we are hiring Front Office Representatives in both Mesa and Gilbert, AZ, and we look forward to meeting you!

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