Medical Receptionist

Job Description – Medical Receptionist

Position: Medical Receptionist
Department: Front Office / Reception
Reports To: Clinic Supervisor

Key Responsibilities

• Welcome patients and visitors in a professional and courteous manner.
• Register new patients and verify patient information in the clinic management system.
• Schedule, reschedule, and cancel appointments accurately.
• Answer telephone calls, WhatsApp messages, and email inquiries promptly.
• Confirm patient appointments and provide appointment reminders.
• Verify insurance eligibility and obtain required approvals before appointments.
• Prepare and submit medical reports, referral letters, and insurance-related documents as required.
• Collect patient payments and issue official receipts.
• Maintain accurate daily cash and card collection records and submit them to the designated department.
• Update patient records while maintaining confidentiality and compliance with applicable healthcare regulations.
• Coordinate with doctors, nurses, and the call center to ensure smooth patient flow.
• Inform patients about clinic services, packages, and promotions when appropriate.
• Handle patient complaints professionally and escalate concerns to the Clinic Supervisor when necessary.
• Ensure the reception area is clean, organized, and stocked with required forms and office supplies.
• Maintain confidentiality of all patient information at all times.
• Perform other reception and administrative duties assigned by management.

Qualifications

• High school diploma or equivalent (Bachelor's degree is an advantage).
• Previous experience as a medical receptionist, receptionist, or customer service representative is preferred.
• Excellent communication and interpersonal skills.
• Good computer skills and experience using clinic or hospital management systems.
• Knowledge of medical insurance processes is an advantage.
• Ability to work under pressure and manage multiple tasks efficiently.
• Professional appearance and customer-focused attitude.

Skills & Competencies

• Excellent customer service
• Strong communication skills
• Organizational and multitasking skills
• Time management
• Attention to detail
• Problem-solving ability
• Teamwork
• Professionalism and confidentiality
• Basic computer and Microsoft Office skills
• Knowledge of medical terminology (preferred)

Key Performance Indicators (KPIs)

• Patient registration accuracy: ≥99%
• Appointment confirmation rate: 100%
• Insurance approval turnaround: Before scheduled appointment
• Patient waiting time at reception: As per clinic target
• Cash and card reconciliation accuracy: 100%
• Patient satisfaction score: ≥90%
• Documentation and record accuracy: 100%
• Response time to calls and messages: Within clinic standard

Work Location: In person