Front Desk Receptionist

Job Description

Job Description

Description:

Front Desk Receptionist

San Antonio, TX

Front Desk Receptionist

Epic Pain Management – San Antonio, TX

Full-Time | Monday–Friday, 8:00 AM – 5:00 PM

Travel Required Between San Antonio Locations

We are seeking a professional, dependable, organized, and patient focused Front Desk Receptionist to join our team at Epic Pain Management.

This position will be primarily based at our location in San Antonio TX. However, the Front Desk Receptionist must be flexible and willing to travel to and provide coverage at other Epic Pain Management locations throughout San Antonio based on staffing, provider schedules, patient volume, and operational needs.

This is a high-volume clinic, and the Front Desk Receptionist will be responsible for supporting both patient check-in and patient check-out. The ideal candidate must be comfortable managing a busy front desk, assisting multiple patients, answering phones, scheduling appointments, collecting payments, and coordinating with providers and clinical staff while maintaining professionalism and accuracy.

Bilingual in English and Spanish is required. Pain management experience is preferred.

At Epic Pain Management, every patient interaction matters. Our Front Desk team plays an important role in creating a positive patient experience from the moment a patient arrives until the completion of their visit.

As a Front Desk Receptionist, you will work closely with providers, Medical Assistants, Patient Advocates, and other members of the clinical and administrative teams to maintain efficient patient flow and ensure patients receive professional, courteous, and timely service.

Benefits include:

PTO, paid holidays & 401(k) with 4% employer match

80% employer-paid medical insurance for employees, plus optional low-cost dental, vision, and family plans

Pet insurance, legal insurance, identity theft protection, travel insurance, and employee discount programs

The Front Desk Receptionist is responsible for managing both patient check-in and check-out functions in a high-volume pain management clinic.

This position serves as one of the primary points of contact for patients and is responsible for ensuring patient information is accurate, appointments are properly managed, required documentation is collected, payments are processed appropriately, and patients receive clear instructions regarding their appointments and follow-up needs.

The Front Desk Receptionist must be able to manage multiple responsibilities simultaneously while maintaining accuracy, patient confidentiality, professionalism, and excellent customer service.

Patient Check-In & Front Desk Support

• Greet patients and visitors in a friendly, professional, and welcoming manner
• Check patients in for scheduled appointments accurately and efficiently
• Verify patient demographic and contact information at each visit
• Confirm insurance information and update patient records as necessary
• Collect required identification, insurance cards, forms, and other documentation
• Ensure required patient paperwork is completed before the patient is seen
• Notify appropriate clinical staff when patients are ready to be brought back
• Monitor patient flow and communicate delays or concerns appropriately
• Answer patient questions within the scope of the position and direct clinical questions to the appropriate team member
• Maintain a professional and organized front desk and reception area

Patient Check-Out

• Complete patient check-out following the provider visit
• Review provider instructions and ensure appropriate follow-up appointments are scheduled
• Schedule return visits, procedures, imaging follow-ups, or other appointments as directed
• Ensure patients receive appropriate appointment information and instructions
• Collect copays, balances, and other patient payments as applicable
• Process payments accurately and provide receipts and appropriate documentation
• Confirm patient contact information before completing the check-out process
• Coordinate with clinical and administrative staff regarding patient follow-up needs
• Assist patients with general questions regarding their next steps after the visit

Scheduling & Telephone Support

• Answer incoming telephone calls professionally and courteously
• Assist patients with scheduling, rescheduling, and canceling appointments
• Respond to general patient inquiries and route calls to the appropriate department when necessary
• Document patient communications accurately in the appropriate system
• Review appointment information for accuracy
• Assist with maintaining efficient clinic schedules
• Communicate scheduling concerns, cancellations, or other issues to the appropriate staff
• Maintain professional communication with patients, providers, and team members

Insurance, Patient Information & Documentation

• Verify patient insurance information as required
• Review patient demographic information for accuracy
• Identify missing or incomplete patient information and obtain necessary documentation
• Accurately enter and update information in the electronic medical record (EMR)
• Maintain complete and accurate patient records
• Protect confidential patient and health information
• Follow HIPAA requirements and Epic Pain Management policies regarding patient privacy and confidentiality

Payments & Administrative Support

• Collect patient copays, balances, and other required payments
• Accurately process patient transactions
• Provide receipts and payment documentation
• Follow established procedures for handling patient payments
• Assist with scanning, uploading, filing, and maintaining patient documentation as needed
• Assist with general administrative and clerical responsibilities
• Maintain front desk supplies and notify management when supplies are needed
• Ensure the reception and front desk areas remain clean, professional, and organized

Patient Service

• Provide professional and courteous customer service throughout the patient experience
• Communicate clearly and respectfully with patients and their families
• Assist patients in both English and Spanish as needed
• Maintain professionalism when assisting patients with questions, concerns, or frustrations
• Escalate patient concerns to the appropriate supervisor or team member when necessary
• Maintain a calm and professional demeanor in a high-volume, fast-paced environment
• Help create a welcoming and positive experience for every patient

Clinic Operations

• Work collaboratively with providers, Medical Assistants, Patient Advocates, management, and other clinic staff
• Support efficient patient flow throughout the clinic
• Communicate patient arrivals, scheduling concerns, and other relevant information to the appropriate team members
• Assist other front desk and administrative staff as needed
• Provide coverage at other Epic Pain Management locations throughout San Antonio based on operational needs
• Adapt to changes in provider schedules, staffing, patient volume, and clinic operations
• Follow Epic Pain Management policies, procedures, HIPAA requirements, and established workflows
• Perform other duties as assigned based on patient care and operational needs

• High school diploma or equivalent required
• Bilingual in English and Spanish (required)
• Previous front desk, medical office, healthcare, or patient-service experience preferred
• Pain management experience preferred
• Previous experience working in a high-volume medical clinic strongly preferred
• Experience performing both patient check-in and check-out preferred
• Ability and willingness to travel between Epic Pain Management locations throughout San Antonio (required)
• Reliable transportation (required)
• Proficient with electronic medical record (EMR) and electronic scheduling systems
• Experience with insurance verification and patient registration preferred
• Experience collecting copays, balances, and patient payments preferred
• Knowledge of HIPAA requirements and patient confidentiality
• Basic knowledge of medical terminology preferred
• Strong computer and data-entry skills
• Excellent verbal and written communication skills
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Ability to manage multiple patients, telephone calls, appointments, and priorities simultaneously
• Strong patient-service and interpersonal skills
• Ability to remain calm, courteous, and professional in a fast-paced, high-volume environment
• Dependable, adaptable, and comfortable working with different providers and clinic teams
• Ability to maintain patient confidentiality and comply with HIPAA requirements