Writing an effective medical office receptionist job description is critical from a human resources and management perspective. In this economy, more and more individuals are on the hunt for a new job or second job. As such, posting a vague job listing for a position that many job seekers feel they could do—whether or not they have the skill sets or experience to actually back that feeling up with tangible evidence—can lead to your healthcare organization being completely inundated with unsuitable applications. This can lead to days or weeks of sifting through unqualified resumes, only to find a handful of qualified individuals to call for interviews. To help you avoid this, MightyRecruiter has provided a sample medical office receptionist job description sample below. Feel free to modify it as needed for your purposes.
Medical Office Receptionist Job Summary
The medical office receptionist provides assistance to patients, doctors, office employees, and other individuals. This employee helps the clinic run smoothly by scheduling appointments, greeting and checking in patients, answering phones, maintaining accounts and records, and other tasks as needed. From the moment the patient walks through our door or calls, they should feel like part of the family. Whether in person or over the phone, you are typically the first face or voice our patients will see or hear. Your role in this process cannot be overstated!
Medical Office Receptionist Job Responsibilities and Duties
- Creates a welcoming atmosphere by greeting visitors and patients to the clinic
- Checks in and checks out patients in a timely, friendly manner
- Outstanding professional phone management skills: manages a multiline telephone system efficiently and politely, minimizing hold time
- Comforts patients by answering any questions they may have
- Expedites patient processing by having them fill out forms
- Obtains patient identification and insurance information
- Maintains patient accounts by verifying insurance information and coordinating with relevant organizations for payment and referral requirements
- Keeps doctor, nurses, medical assistants, and any other related staff abreast of scheduling, patient details, and potential service delays
- Helps maintain office inventory; may place orders for office supplies and schedule service for office equipment repairs
- Protects patients’ right of confidentiality; mandatory familiarity with HIPAA
- Coordinates transportation for patients as needed
- Schedules testing and procedures for patients as necessary
- Helps respond to medical emergencies, if necessary
Medical Office Receptionist Skills and Qualifications
- Bachelor’s degree preferred; Associate’s degree considered. Substantial (7+ years) medical office receptionist experience may be considered in lieu of any professional degree.
- At least 3 full years of direct experience as a medical office receptionist in a fast-paced clinic, hospital, or similar healthcare setting.
- Must be able to multitask effectively; critical time management skills necessary
- Understanding of basic healthcare terminology
- Demonstrated ability to interact with healthcare professionals, patients, and insurance companies alike
- Excellent customer service skills
- Pleasant phone demeanor; bilingual speaker preferred
- Computer skills required; working knowledge of Microsoft Office Suite mandatory, and must type 30+wpm
- CPR certified
ABC Orthopedic Medical has been providing quality medical care to patients in the region since 2010, and has rapidly expanded in both scope and scale since this time. Our purpose is to provide our patients and their families with the utmost in high-quality, compassionate orthopedic healthcare.
Key Points to Include In Your Medical Office Receptionist Job Description
What will you include in your description, and what will you opt to leave out? Which information will get your top talent excited to apply to you, and which will make their eyes cross and head for your competition instead? Here are a few thoughts to get you started.
Title and Summary: This information will help the candidate understand his or her ranking within your organization, and should give a short, concise overview of the overall position. Keep this section brief—no more than a couple of sentences.
Responsibilities: It can often be more difficult than it seems to write an accurate job description for a medical office receptionist that highlights all of the key requirements and expectations, yet isn’t a novella by the end. It may be helpful to write down all of the major aspects of the position, then highlight the most critical of the bunch to include. Keep the rest to turn into a list to utilize during interviews.
SEO: When a job seeker is hunting down that perfect job online, he or she will utilize specific keywords relevant to the position sought. The more often those keywords appear in your job description, the more likely it is going to show up in the first page of results in search engines like Google, Yahoo, Bing and the like. Studies have shown time and again that users of search engines often don’t look past the first page of search results, which means that no matter how finely crafted your medical office receptionist job description is in the end, if you aren’t utilizing SEO properly, your top talent isn’t going to see it!
Company Information and Culture: Employee recruitment and replacement is one of the most expensive parts of doing business for many organizations. Show your candidate the type of environment they will be working in before they even step foot through the door, and you can help attract candidates who will be a great fit for years to come.
Salary: First, double-check whether your company policy allows you to post salary details publicly. If your pay is very competitive, you don’t necessarily want to attract applicants who are only interested in the position purely because of the salary offered. However, showing the amount you are offering may well attract that top talent and help them focus exclusively on trying to obtain employment with your company, weeding out your competition on your behalf.
Call to Action: Nudge your candidate to apply for the job, and show them exactly how you want them to do it. End your description with “Click here to apply now”, “Send your resume to…”, or whatever your preferred method of recruitment is.
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Do’s and Don’ts While Writing Your Medical Office Receptionist Job Description
Finished with your job description? Double-check these do’s and don’ts first:
DO make sure the overall description gets to the point quickly.
DON’T overstuff keywords into the description. You do want to utilize SEO, but not to the point of making things difficult to read.
DO consult company policy regarding revealing salary information or benefits beforehand.
DON’T be afraid to use shortcuts or acronyms when relevant.
In a nutshell, the easier you make it for your applicants to understand the position and apply for it, the easier you will make things for yourself as well.
Writing an Effective Job Description: Best Practices
- Hopefully, the Medical Office Receptionist job description sample outlined above will give you a great starting point. However, you may not always be able to find a template that exactly meets your needs. When this happens, here are a few basic guidelines—broken down into do’s and don’ts—that may help.
- DO be as specific as possible without overloading the job posting with content. The clearer you are upfront, the less time you will spend drowning in unqualified applications later.
- DON’T forget to show off your company culture and personality in the listing. Employee retention is critical for any organization; the better a fit you find for the job upfront, the less money you will spend in the long run.
- DO break down the information into manageable chunks for your job seeker. Bullet points are one excellent way to accomplish this.
- DON’T post salary and benefits information before checking with HR or your company policy first.
The Medical Office Receptionist job description sample above is a great example of how to attract the most qualified individuals to your team, while politely discouraging those who don’t have the proper background or skills.