Medical Receptionist

Job Description

Job Description

Full Time Medical Receptionist

Location: Valhalla, NY

Schedule: Monday thru Friday, 8:30am – 4:30pm

Summary of Receptionist Position:

WIHD is recruiting a full time Medial Receptionist to serve as the primary point of contact for patients, caregivers, and visitors, playing a critical role in ensuring efficient front desk operations, patient access, and overall clinic flow. At WIHD, everything we do is guided by our vision of a future in which all people, including people with disabilities and vulnerable children, live healthy and productive lives as full members of society.

The medical receptionist is responsible for high-volume scheduling, patient registration, phone management, and real-time coordination of front desk activities. The Medical Receptionist ensures accurate patient information, supports provider workflows, and contributes to a positive, organized, and patient-centered experience.

MAJOR RESPONSIBIITIES

Patient Access & Scheduling Coordination

• Manage high-volume appointment scheduling via phone, in-person, and electronic communication.
• Schedule, reschedule, confirm, and cancel appointments in alignment with provider templates and visit types.
• Monitor no-shows and cancellations and assist with rescheduling to support continuity of care.
• Participate in high-volume scheduling projects (e.g., provider transitions, backlog reduction, clinic optimization initiatives).
• Ensure accurate appointment notes, including visit type and required documentation.

Front Desk Operations & Patient Experience

• Greet patients and caregivers in a professional, courteous, and efficient manner.
• Perform check-in and check-out processes, ensuring all required documentation and information are complete.
• Direct patient flow and coordinate with clinical staff to maintain efficient clinic operations.
• Assist patients with forms, wayfinding, and general inquiries.
• Maintain a clean, organized, and safe front desk and waiting area environment.

Communication & Phone Management

• Answer and manage high-volume incoming calls in a timely and professional manner.
• Route calls, messages, and tasks to appropriate staff based on patient needs.
• Document all patient interactions accurately in the EMR.
• Provide clear instructions to patients regarding appointments, documentation, and next steps.
• Escalate urgent or complex issues appropriately.

Documentation & EMR Management

• Enter and update patient demographic and insurance information accurately in the EMR.
• Take and upload updated patient photos into EMR charts as required.

Administrative & Operational Support

• Collect and distribute incoming clinic mail and correspondence to Medical Records
• Support coordination of clinic-wide administrative tasks and front desk workflows.
• Support internal tracking processes and basic reporting activities as directed.

Team Collaboration & Process Improvement

• Participate in team meetings, training sessions, and quality improvement initiatives.
• Contribute ideas to improve front desk workflows, patient access, and operational efficiency.
• Collaborate with providers, care coordinators, and leadership to support clinic operations.
• Maintain flexibility to support evolving clinic and organizational needs.

QUALIFICATIONS

Education: High School Diploma or equivalent required.

Experience:

• Minimum of 2 years of experience in customer service, administrative support, or healthcare front desk operations.
• Experience working in a healthcare or outpatient setting preferred.
• Strong computer skills, including data entry, email, and basic Microsoft Office (Word, Outlook, Excel).
• Familiarity with Electronic Medical Records (EMR/EHR) systems and patient registration workflows.
• Experience working with individuals with intellectual and/or developmental disabilities preferred.

General Attributes:

• Ability to accurately document and manage patient information in a fast-paced environment.
• Ability to multitask effectively, including working on a computer while simultaneously communicating on the phone or in person.
• Strong organizational, time management, and problem-solving skills.

Benefits

• Paid time off (Vacation, Sick, Personal and Holidays)
• Life insurance
• Short and long-term disability
• 403B employer contribution
• Employee Assistance Program

Why Work at WIHD?

• Positive, inclusive work environment
• Flexible schedules for work-life balance
• Mission-driven organization serving 10,000+ individuals annually

Equal Opportunity Employer

WIHD is committed to fostering a workplace culture that values respect, fairness, and equal opportunity. Employment decisions are based on individual qualifications, experience, and business needs. We comply with all applicable laws and do not discriminate on the basis of race, color, national origin, citizenship status, religion, age, sex, marital status, sexual orientation, gender identity, disability, veteran status, pregnancy, or any other status protected by law.