Lead Medical Receptionist

Vanguard Medical Group • Verona, NJ

15d • $24 - $27 • Onsite

About The Position

Vanguard Medical Group is hiring a Lead Medical Receptionist for its primary care group practice. The role supports daily front office operations while guiding the administrative team with minimal supervision. Alongside standard Medical Receptionist duties, the Lead coordinates workflows, mentors and trains staff, supports patient service standards, and serves as a resource for day-to-day operational needs. The position works closely with the Practice Supervisor, providers, clinical staff, and administrative team to promote efficient operations, communication, accountability, and a positive patient experience.

This is a full-time position. Evening and weekend availability and flexibility are required, and schedules may change based on operational needs, staffing requirements, and patient care demands. The anticipated base hourly rate is $24.00 to $27.00, depending on role and experience level. The position may also be eligible for a discretionary annual bonus and company-sponsored benefits.

Requirements

• High school diploma or equivalent required.
• Strong understanding of medical office workflows, appointment scheduling, patient registration, insurance verification, co-payment collection, and front office operations.
• Proficiency using electronic medical record systems.
• Working knowledge of HIPAA and patient confidentiality requirements.
• Strong verbal and written communication skills.
• Demonstrated ability to guide, coach, and support team members.
• Strong organizational skills and ability to manage competing priorities in a fast-paced environment.
• Ability to identify workflow concerns, problem-solve, and appropriately escalate issues.
• Professional, dependable, proactive approach and commitment to a positive patient experience.
• Ability to collaborate effectively with providers, clinical employees, administrative team members, and leadership.
• Must be able to sit, stand, and walk for extended periods; may need to lift up to 20 pounds; must have visual and auditory acuity to operate computer systems and phones.
• Evening and weekend availability and flexibility are required.

Nice To Haves

• Five or more years of experience in a medical office, healthcare reception, patient access, or a similar ambulatory healthcare setting.
• Prior experience in primary care or family medicine.
• Experience serving as a lead, trainer, mentor, or senior administrative team member.
• Experience with Athena electronic medical record system.

Responsibilities

• Welcome patients, families, and visitors; answer questions; communicate between patients and staff; respond empathetically to concerns; and maintain a professional, organized front office.
• Schedule appointments according to provider availability and guidelines; communicate pre-visit requirements; monitor arrivals, cancellations, rescheduling, and no-shows; help manage waitlists and same-day openings; and guide staff on scheduling workflows.
• Complete patient registration and check-in; confirm identity and demographic details; document insurance cards and identification in the electronic medical record; verify insurance eligibility; and collect co-payments and outstanding balances.
• Monitor staff adherence to registration, insurance verification, and payment procedures, providing coaching or clarification when needed.
• Coordinate daily administrative assignments and front desk coverage; monitor and adjust workflows in coordination with the Practice Supervisor; and serve as a first point of escalation for routine administrative questions and operational concerns.
• Answer and route telephone calls and messages; assist with prior authorizations and pre-certifications; and perform administrative duties such as scanning, faxing, filing, mailing, and document preparation.
• Identify workflow inefficiencies and recommend improvements to the Practice Supervisor; help ensure front desk coverage during breaks, call-outs, high-volume periods, and other operational needs.
• Mentor, train, onboard, and coach Medical Receptionists and other administrative employees; reinforce policies and service expectations; identify training needs; and provide objective operational feedback to the Practice Supervisor.
• Promote consistent, professional, patient-centered service; monitor patient flow and administrative barriers; communicate scheduling changes and other administrative matters; address routine concerns and escalate complex or unresolved concerns.
• Keep front office workstations and patient-facing areas organized and operational; report maintenance, safety, technology, staffing, or operational concerns; and reinforce HIPAA, privacy, and administrative documentation requirements.
• Participate in team huddles; collaborate with providers, Medical Assistants, Practice Supervisors, and other employees; support implementation of workflows and operational initiatives; and communicate recurring issues and process gaps to the Practice Supervisor.
• Perform other duties as assigned by Vanguard Medical Group leadership.

Benefits

• 401(k) retirement savings plan with company match.
• Comprehensive health insurance, including medical, prescription drug, dental, and vision coverage.
• Paid time off, including vacation/personal days, holidays, and sick time.
• Ongoing training, certification, and professional development opportunities.
• May be eligible for a discretionary annual bonus and other company-sponsored benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED