Receptionist/Front Office Coord.

Sterling Health Care

Job Description

Receptionist/Front Office Coordinator

Employment Status: Full Time

FLSA Status: Non-Exempt

Direct Supervisor: Practice Manager or designee

Department: Front Desk

Primary Work Location: Designated Clinic

Effective Date: 12/12/2014

Revised Date: 02/06/2026

Job Summary

The Medical Receptionist/Front Office Coordinator is responsible for coordinating all administrative duties associated with a patient’s visit to the office. This role serves as the first point of contact for patients, ensuring a welcoming, efficient, and organized front office experience. The Medical Receptionist manages patient check‑in and check‑out processes, schedules appointments, verifies insurance, maintains accurate records, and supports overall clinic operations to ensure smooth patient flow and exceptional customer service.

Essential Duties and Responsibilities

An employee in this position may be called upon to do any or all of the following essential duties:

1. Ensure the patient entry area is unlocked each morning.
2. Perform the daily backup of the computer system.
3. Prepare daily schedules for providers and nursing staff.
4. Answer incoming phone calls, address caller needs, or route calls appropriately.
5. Schedule patient appointments, including clinic visits.
6. Prepare outgoing mail, maintain the postage meter, and order postage as needed.
7. Maintain printer and copier supplies and replace cartridges when necessary.
8. Monitor office supplies and maintenance needs; submit purchase requests to the Supervisor when required.
9. Register each patient and ensure a complete and accurate check in process, including verifying personal and insurance information at every visit and collecting/posting applicable copays.
10. Complete the check out process to ensure all provider follow up orders are carried out.
11. Perform the daily batch update.
12. Manage daily receivables.
13. Inform patients of delays in a timely and courteous manner.
14. Appropriately handle patient complaints and concerns.
15. Assist medical providers as needed, including returning phone calls.
16. Shut down office machines and lock the patient entry area at the end of the workday.
17. Perform other duties as assigned.

Position Type/Expected Hours of Work

Full-time, non-exempt position. Occasional evening and weekend work may be required based on operational needs.

Travel

Travel between health center sites is required.

Knowledge, Skills, and Abilities

Required

• Maintain patient confidentiality at all times.

• Demonstrate courtesy and respect toward patients and coworkers.

• Ability to work effectively with providers, staff, and practice manager/designee.

• Ability to work independently, set priorities, and coordinate multiple tasks.

• Ability to work under pressure and adapt to changing demands.

• Strong judgment and decision‑making skills.

Credentials and Experience

Required

• High School Diploma or GED

Credentials and Experience

Preferred

• Associate’s degree in medical information technology
• Knowledge of HIPAA regulations
• Dentrix software experience (for dental)
• Athena software experience (for medical)
• Revolution software experience (for vision)

Physical Demands

• Finger dexterity : Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Hearing : Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Reaching : Frequently required to reach with hands and arms forward and above the head.
• Mental Acuity : Ability to make rational decisions through sound logic and deductive processes.
• Speaking : Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Visual Acuity : Must have sufficient visual acuity to perform tasks such as preparing and analyzing data and figures, transcribing information, viewing a computer screen, and conducting extensive reading. Requires visual abilities including close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.

This position requires sitting, standing, and walking for extended periods. It may involve working under stressful conditions or irregular hours. Frequent exposure to communicable diseases, body fluids, toxic substances, medicinal preparations, and other conditions common in a clinical environment may occur.

Additional Information

The above statements describe the primary responsibilities and requirements of the position but are not intended to be an exhaustive list of all duties or skills required. Sterling Health Solutions, Inc. reserves the right to revise or modify job duties as business needs evolve. This job description does not constitute an employment contract, and employment remains at‑will.

If an employee is unable to perform the essential functions of the position, reasonable accommodations may be considered.

Employee Signature

I acknowledge that I have read and understand the job description, job duties, qualifications, policies, and procedures for this position. I acknowledge that I am able to complete the essential functions of my job and physical demands. I also certify that I have received/ have access to a copy of this signed job description.

Incumbent: ____________________________ Date: ________________________