Front Desk Receptionist

CC DERMATOLOGY MSO LLC•Port Angeles, WA

27d•Onsite

About The Position

The Front Desk Receptionist is the first and last point of contact for patients at Clear Choice Dermatology. This full-time, 40-hour-per-week role combines check-in and check-out duties to support a welcoming patient experience, accurate practice administration, and the financial health of the practice. The position verifies patient and insurance information, manages patient flow, processes payments and charges, schedules appointments and follow-ups, handles recall systems, supports billing and daily reconciliation, covers incoming calls, and prepares for upcoming visits. The role reports to the Office Manager or Assistant Office Manager and is classified as non-exempt. The schedule is Monday through Friday, 8:00 AM–5:00 PM, or four 10-hour days. The receptionist works in a professional outpatient medical office with frequent patient-facing interactions. The role is primarily desk-based, with walking, bending, reaching, and standing for approximately 25% of the shift. Occasional extended hours may be required during high-volume days or staff absences. The receptionist is expected to arrive 15 minutes before the practice opens, maintain a professional appearance in the required uniform, and follow HIPAA, OSHA, and other applicable compliance requirements.

Requirements

High school diploma or GED required.
Proficiency with EMR software, Microsoft Word, and Outlook.
Accurate and efficient data-entry skills and ability to type at least 60 words per minute.
Working knowledge of contracted insurance plans, HMO authorization processes, and HIPAA policies.
Strong verbal and written communication skills and professional phone etiquette.
Exceptional customer-service skills and respectful, patient interactions with patients and team members.
Strong organizational and multitasking skills, with the ability to maintain accuracy in a high-volume environment.
Ability to maintain strict patient confidentiality.
Ability to operate a multi-line telephone system, computer keyboard, and adding machine.
Vision correctable to 20/20 and hearing sufficient for telephone communication and in-person patient interactions.
Ability to perform a primarily desk-based role with periods of walking, bending, reaching, and standing approximately 25% of the shift; occasional lifting of 20–40 pounds.
Arrive 15 minutes before the scheduled practice start time and wear the required uniform without perfume or strong scents.
Adhere to HIPAA, OSHA, and other applicable compliance regulations.

Nice To Haves

Two years of medical office or front desk experience; preferred but not required.
Dermatology or specialty-practice experience; preferred but not required.
Prior EMR/EHR experience is strongly valued.
Experience with EMA/Modernizing Medicine is preferred.

Responsibilities

Welcome patients, manage patient flow, update appointment statuses in the EHR, and help maintain a clean, comfortable waiting area.
Review appointment reminders, manage cancellations and no-shows, reschedule patients, and create appropriate recall entries.
Direct new patients and patients not seen within the past year to complete registration paperwork and consent forms.
Verify and update patient demographics, insurance, PCP and referring physician information, and protected health information; accurately document information in the EHR.
Capture and import patient photos and scan insurance cards, identification, referrals, and medical records according to practice protocols.
Review HMO referrals and authorizations before check-in, obtain signed waivers when required, or escalate missing authorization issues.
Inform patients of outstanding balances, collect payments or direct patients to checkout, and proactively communicate wait times exceeding 20 minutes.
Review encounter forms, determine applicable CPT codes and charges, enter charges in the EHR using the current fee schedule, and explain fees to patients.
Collect copayments, coinsurance, deductibles, and outstanding balances; apply credits and refer remaining credit refunds to the Billing Manager.
Dispense provider-recommended products, obtain required signatures and informed consent, provide receipts, and prepare quotes as requested.
Schedule follow-up appointments and treatments, maintain recall systems, and enroll patients in the specified melanoma, prescription-product, and aesthetic-treatment follow-ups.
Verify that ABNs are scanned for potentially non-covered procedures and add the GA modifier to claims once confirmed.
Answer incoming calls promptly and professionally, assess and route calls appropriately, take complete messages, use EMR tasks for colleague communications, and prioritize patients at the desk.
Schedule appointments according to provider templates, obtain approval for exceptions or add-ons, verify insurance eligibility, and accurately update patient information.
Activate patient portal access for new patients, encourage portal use, and instruct patients about required forms and arrival documents.
Coordinate HMO referrals and prior authorizations by informing patients, contacting PCPs, and submitting tasks to the Referral Specialist as needed.
Review benefits, referrals, authorizations, and financial information before appointments; flag missing or expired authorizations and document relevant details in appointment notes.
Review emails, tasks, faxes, and voicemail at least four times daily; return communications the same business day and upload electronic faxes and documents to the correct EHR charts.
Confirm appointment statuses, review the next five days of the schedule, and flag scheduling concerns with appropriate staff.
Reconcile daily receipts and collections with end-of-day reports, confirm deposit-slip accuracy, count and log petty cash, and record transactions in the Daily Number Report.
Prepare deposits and deliver them to the Office Administrator; balance checked-in appointment reports with claims, post and reconcile charges, and submit claims.
Enter HMO follow-up appointment tasks for the Eligibility Specialist when needed.
Count retail inventory weekly, record counts in the shared spreadsheet, report discrepancies, unpack and verify product shipments, label products, and stock the retail cabinet.
At closing, secure the drawer, retail cabinet, and office doors, activate night phones, and set the alarm.
Report broken equipment or facility concerns promptly and communicate task delays proactively to the Office Manager.
Maintain patient confidentiality and represent the practice with professionalism, integrity, patience, and a solutions-oriented attitude.