Medical Receptionist

Job Description

Job Description

Position summary

The Medical Receptionist is the first voice and face of SWCOA. This role greets our older adult patients and their families, manages the schedule, and keeps the front office running so our providers can focus on care.

Employment type

Full-time, at-will; 90-day introductory period

Schedule

Monday–Friday, clinic hours; occasional early or late coverage as needed

About SWCOA. Southwest Center on Aging is a private geriatric primary care practice in Las Cruces, serving older adults since 2011 under a value-based care (MSSP/ACO) model. Our mission is summed up in our tagline: Let's Celebrate Aging. Every patient interaction should reflect patience, dignity, and warmth.

Essential duties and responsibilities

Patient check-in and check-out

• Greet patients, caregivers, and visitors promptly and courteously, in person and by phone
• Verify demographics, emergency contacts, and insurance at every visit; scan ID and insurance cards into the EHR
• Collect copays, coinsurance, and outstanding balances; issue receipts and reconcile the cash drawer daily
• Obtain signatures on consents, HIPAA acknowledgments, financial policies, and ABNs when required
• Schedule follow-up appointments, labs, and referrals at check-out

Scheduling and phones

• Answer and route incoming calls; take accurate messages and route them to the right team member per SWCOA's patient message triage protocol
• Schedule, reschedule, and cancel appointments according to provider templates, including Annual Wellness Visits, chronic care follow-ups, and procedures
• Make appointment reminder calls and manage the waitlist to fill openings
• Recognize urgent or emergency calls and escalate immediately to clinical staff

Insurance and registration

• Run eligibility and benefit checks before visits (Medicare, Medicare Advantage, Medicaid, and commercial plans)
• Obtain or confirm referrals and prior authorizations as assigned
• Register new patients completely and accurately; request prior medical records

Front office support

• Keep the waiting room clean, safe, and accessible for patients with limited mobility, walkers, or wheelchairs
• Process incoming faxes, mail, and electronic documents; index them to the correct patient chart
• Handle medical records requests in line with HIPAA
• Support ACO/value-based care work: help close care gaps by scheduling AWVs and overdue preventive visits
• Perform other related duties as assigned by the Office Manager or Medical Director

Qualifications

Required

• High school diploma or GED
• 1+ year of front desk, reception, or customer service experience, preferably in a medical office
• Comfortable with computers, EHR/practice management software, multi-line phones, and Microsoft Office
• Clear, professional communication and a calm, patient manner with older adults and caregivers
• Strong attention to detail, especially with insurance, names, dates of birth, and payments
• Ability to keep patient information strictly confidential

Preferred

• Bilingual in English and Spanish (strongly preferred)
• Experience with Medicare, Medicare Advantage, and Medicaid eligibility and billing basics
• Knowledge of medical terminology
• Certified Medical Administrative Assistant (CMAA) or similar certification
• Experience in a geriatric, primary care, or value-based care practice

Core competencies

• Compassion and respect for older adults, including those with hearing, vision, or memory impairment
• Composure when the phones are busy and the waiting room is full
• Teamwork with medical assistants, providers, and billing staff
• Reliability and punctuality: the front desk opens the clinic every day

Work environment, compliance, and acknowledgment

Physical demands and environment

• Sitting for long periods at a workstation; frequent standing, walking, and bending
• Lifting up to 25 lbs (supplies, records boxes) and occasionally assisting patients with doors or seating
• Frequent computer and phone use; clear speech and hearing for phone and in-person communication
• Busy outpatient clinic with possible exposure to communicable illness; PPE provided

Compliance

• Follows HIPAA, OSHA, and all SWCOA policies, including the cell phone use policy (HR-014)
• Completes required annual training (HIPAA, compliance, fraud/waste/abuse)
• Must pass a background check and provide TB screening and immunization records per SWCOA policy

Equal opportunity

SWCOA is an equal opportunity employer. Employment is at will. This description lists the main duties

Southwest Center on Aging (SWCOA) is a geriatric primary care practice at 1106 Centre Court in Las Cruces, NM, founded and led by Dr. Jesus Roberto Duran III, MD, CMD. It operates under a value-based care model (Medicare Shared Savings Program/ACO) and serves roughly 800 patients. The clinical team includes Dr. Duran along with Tyson Kay, PA-C; Mary Younger, AGACNP; Rebecca Ellis, NP; and Senait Gebreyesus, PMHNP-BC — offering coordinated, patient-centered primary care focused on the needs of older adults, including chronic disease management, care coordination programs (CCM/RPM), and mental health support.

Company Description

Southwest Center on Aging (SWCOA) is a geriatric primary care practice at 1106 Centre Court in Las Cruces, NM, founded and led by Dr. Jesus Roberto Duran III, MD, CMD. It operates under a value-based care model (Medicare Shared Savings Program/ACO) and serves roughly 800 patients. The clinical team includes Dr. Duran along with Tyson Kay, PA-C; Mary Younger, AGACNP; Rebecca Ellis, NP; and Senait Gebreyesus, PMHNP-BC — offering coordinated, patient-centered primary care focused on the needs of older adults, including chronic disease management, care coordination programs (CCM/RPM), and mental health support.