Medical Receptionist

Vanguard Medical Group•Glen Ridge, NJ

23h•$19 - $24•Onsite

About The Position

Vanguard Medical Group is seeking a Medical Receptionist to join their team in Glen Ridge, NJ. As the first point of contact for patients, this role is crucial for providing a welcoming, efficient, and patient-centered experience. The Medical Receptionist will manage appointment scheduling and flow, ensure accurate patient information is collected and entered, and facilitate communication between patients and providers. This position supports both administrative and basic clinical coordination duties, contributing to patient satisfaction and operational success. The schedule is full-time, Monday-Friday, with availability required for two evenings per week until 8:00 PM. No weekends.

Requirements

High school diploma or equivalent required
Minimum of 1 year of experience in a medical office or front desk/reception setting, preferably in a family practice or primary care environment.
Proficiency in electronic medical records (Athena experience a plus).
Outstanding verbal and written communication skills.
Excellent customer service and interpersonal abilities.
Ability to multitask in a fast-paced, team-oriented setting.
Working knowledge of health insurance plans, co-pay collections, and HIPAA standards.

Nice To Haves

associate degree or medical office certification preferred
Athena experience

Responsibilities

Greet all patients, families, and visitors in a warm, courteous, and professional manner upon arrival or contact via phone.
Serve as a liaison between patients, clinical staff, and providers to ensure clear communication and outstanding service.
Maintain a clean, organized, and welcoming reception area throughout the day.
Provide patients with information regarding practice policies, procedures, and wait times.
Demonstrate sensitivity and empathy when responding to patient inquiries or concerns.
Schedule new and follow-up appointments accurately and in alignment with provider availability and scheduling protocols.
Monitor appointment status and notify appropriate clinical staff of patient arrival or schedule changes.
Proactively manage same-day openings, cancellations, and waitlists to optimize appointment access.
Clearly communicate visit expectations and any pre-visit requirements to patients (e.g., fasting, forms, lab orders).
Perform accurate patient check-in, including verification of identity, demographic details, and insurance coverage.
Scan and upload current insurance cards and photo identification into the electronic medical record (EMR).
Validate insurance eligibility in real time and alert clinical or billing teams of discrepancies as needed.
Collect co-pays and any outstanding balances at time of service; provide receipts and update payment records.
Answer phones promptly and route calls to the appropriate team member or department.
Monitor office email and MS Teams and ensure timely response to messages.
Obtain prior authorizations or pre-certifications as required for procedures, imaging, or medications.
Ensure timely and accurate documentation in the EMR, maintaining compliance with privacy and HIPAA regulations.
Assist with filing, faxing, scanning, mailing, and other front office duties as needed.
Log off and secure workstations when unattended to protect patient information.
Monitor office supplies and proactively restock materials to ensure smooth daily operations.
Report maintenance or safety issues promptly to the Practice Supervisor.