Job Title: Receptionist

The receptionist at SD Medical Arts should be professional, welcoming, and

highly organized.

Key characteristics include:

1. Appearance: Maintains a neat, polished, and professional appearance,

reflecting the aesthetic standards of the practice.

2. Communication Skills: Possesses excellent verbal and written

communication skills to interact effectively with patients, medical staff, and

vendors.

3. Customer Service: Demonstrates a friendly and approachable demeanor,

ensuring patients feel comfortable and valued from the moment they enter the

office.

4.Efficiency: Manages multiple tasks efficiently, including scheduling

appointments, answering phone calls, handling patient inquiries, and

managing patient records.

5. Confidentiality: Maintains patient confidentiality and handles sensitive

information with discretion.

6. Technical Skills: Proficient in using office management software and other

relevant technology for scheduling, billing, and record-keeping.

7. Empathy: Shows empathy and understanding towards patients' needs and

concerns, providing reassurance and support as needed.

8. Problem-Solving: Capable of handling any issues or complaints calmly and

efficiently, ensuring a smooth and positive experience for all patients.

Duties and Responsibilities

1. Front Desk Management:

- Greeting Patients: Warmly welcome patients as they enter the office,

ensuring they feel comfortable and valued.

- Check-In/Check-Out: Efficiently handle patient check-in and check-out

procedures, verifying and updating patient information as necessary.

2. Appointment Scheduling:

- Scheduling: Manage the scheduling of patient appointments, including

consultations, surgeries, and follow-up visits, using practice management

software.

- Confirmations and Reminders: Send appointment confirmations and

reminders via phone, email, or text messages, and handle rescheduling or

cancellations as needed.

3. Patient Interaction:

- Answering Inquiries: Answer phone calls and respond to patient inquiries

regarding services, procedures, recovery times, and general information about

the practice.

- Patient Education: Provide patients with information on any necessary

preparations for their appointments or surgeries.

4. Administrative Tasks:

- Medical Records Management: Maintain accurate and up-to-date patient

records, ensuring all information is correctly entered and confidentially stored.

- Billing and Payments: Process billing and payments, explain financial

policies, and assist patients with insurance claims and payment plans.

- Correspondence: Handle incoming and outgoing mail, emails, and faxes,

ensuring timely and appropriate responses.

5. Office Coordination:

- Supplies Management: Monitor and order office and medical supplies as

needed, ensuring the office is always stocked and prepared.

- Coordination with Medical Staff: Communicate effectively with medical staff

to coordinate patient care and ensure seamless office operations.

6. Customer Service:

- Complaint Resolution: Address and resolve any patient complaints or

concerns promptly and professionally, escalating issues to management when

necessary.

- Patient Follow-Up: Conduct follow-up calls to check on patients’ recovery

and satisfaction with services received.

7. Confidentiality and Compliance:

- HIPAA Compliance: Ensure all patient interactions and records comply with

HIPAA regulations and always maintain patient confidentiality.

- Policy Adherence: Adhere to office policies and procedures, including

safety protocols and emergency procedures.

8. Technology and Software Use:

- Nextech Practice Management Software: Utilize practice management

software for scheduling, billing, and record-keeping efficiently.

- Basic IT Troubleshooting: Handle minor technical issues with office

equipment and software, liaising with IT support when necessary.

9. Team Support:

- Team Collaboration: Work collaboratively with other office staff to ensure a

cohesive and supportive working environment.

- Training and Development: Participate in ongoing training and development

opportunities to stay current with office procedures and industry standards.

By fulfilling these duties, the receptionist ensures that SD Medical Arts runs

smoothly and that patients have a positive and professional experience from

their initial contact to follow-up care