Medical Receptionist

Job Title: Receptionist 

Supervisor: Executive Assistant 

Direct Reports: None 

FLSA Status: Non-Exempt 

Pay Range: $16 - $18 per hour 

Schedule: Monday – Friday; 12:00 PM – 5:00 PM 

Approval Date: April 18, 2025 

Position Overview 

The Receptionist at Avanza Medical Research Center is the first point of contact for patients and visitors, ensuring a welcoming and professional environment. This role is critical in managing patient check-ins and check-outs, scheduling appointments, and providing clerical support to facilitate the smooth operation of the organization. The Receptionist collaborates closely with the research, clinical, and administrative teams to maintain an efficient and patient-centered approach, reflecting Avanza’s commitment to excellence. 

Key Responsibilities 

Scheduling and Coordination: 

• Schedule patient appointments sufficiently, ensuring alignment with study protocols, staff availability, and patient needs. 
• Confirm appointments and send reminders to patients using phone, email, or text communication tools. 
• Coordinate rescheduling or cancellations and update schedules in real-time to ensure minimal disruption to the research team. 
• Use various scheduling platforms to coordinate tasks and appointments.  

Clerical Support: 

• Maintain accurate and organized patient records, including appointment schedules, logs, and correspondence in compliance with study requirements. 
• Prepare and distribute study related materials, forms, and documents to patients or clinical staff. 
• Perform general clerical tasks, such as data entry, filing, photocopying, faxing, and scanning to support administrative efficiency. 
• Ensure the reception and visitor waiting areas are safe, clean, organized, and stocked with necessary materials. 

Compliance and Confidentiality: 

• Adhere to HIPAA guidelines and Avanza’s policies regarding patient confidentiality and data security. 
• Ensure compliance with clinical research standards and regulatory requirements in all patient interactions and record-keeping activities. 

Collaboration: 

• Work closely with clinical research coordinators, investigators, and site management to coordinate patient flow and study timelines. 
• Communicate effectively with study teams regarding patient updates, appointment changes, and other scheduling needs. 
• Provide input on improving front-desk processes to enhance patient satisfaction and operational efficiency. 

Qualifications 

Education and Experience: 

• High school diploma or equivalent; certification in office administration or healthcare-related fields is a plus. 
• Minimum of 1-2 years of experience in a receptionist or administrative role, preferably in a healthcare or clinical research setting. 

Skills and Knowledge: 

• Proficiency with Microsoft Office Suite, scheduling software, and electronic health record (EHR) systems; experience with clinical trial management systems (CTMS) is a plus. 
• Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced research environment. 
• Excellent verbal and written communication skills to interact with diverse patients and professional staff. 
• Attention to detail and accuracy in data entry and record-keeping. 

Personal Attributes: 

• Professional, friendly demeanor with a focus on delivering exceptional customer service. 
• Ability to handle confidential information with discretion and sensitivity. 
• Calm and composed under pressure, with a proactive approach to problem-solving. 
• Collaborative and team-oriented mindset, committed to supporting Avanza’s mission. 

Performance Evaluation Criteria 

• Accuracy and timeliness in patient check-ins, check-outs, and appointment scheduling. 
• Professional and courteous interactions with patients, visitors, and staff. 
• Effectiveness in maintaining organized and up-to-date records and documentation. 
• Compliance with Avanza Medical Research Center’s policies, procedures, and regulatory standards. 

Avanza Medical Research Center is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable. 

All applicants are considered for all positions without regard to race, religion, color, sex, gender, sexual orientation, pregnancy, age, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage or any other protected classification, in accordance with applicable federal, state, and local laws.