Medical Records Specialist/Receptionist

FIRST PHYSICIANS•West Odessa, TX

About The Position

The Medical Records Specialist / Receptionist supports daily administrative and front-office operations in a healthcare clinic while providing excellent customer service. As one of the first points of contact for patients, this role greets patients, manages incoming calls, schedules appointments, maintains accurate medical records, and supports efficient clinic operations. The ideal candidate is organized, detail-oriented, professional, and able to handle confidential patient information with discretion while creating a positive patient experience. The position includes front-desk reception, appointment scheduling, patient registration and information updates, electronic medical record maintenance, processing records requests, and general administrative support. Medical records must be handled, stored, and released in accordance with HIPAA regulations and clinic policies. Duties may be adjusted to meet clinic operational needs, and management may assign additional responsibilities. The role operates in a healthcare clinic environment and involves frequent interaction with patients, providers, and administrative staff. The employee must manage multiple responsibilities while maintaining professionalism, accuracy, and efficiency.

Requirements

High school diploma or equivalent required.
Basic computer skills, including Microsoft Office, email, scanning, and data entry.
Understanding of HIPAA regulations and patient confidentiality.
Strong organizational and multitasking abilities.
Excellent verbal and written communication skills.
Professional, friendly, customer-service-oriented attitude.
Ability to work independently and as part of a team.
Strong attention to detail and accuracy.
Ability to prioritize tasks in a fast-paced healthcare environment.
Ability to handle confidential and sensitive information appropriately.
Dependability, accountability, and professionalism.
Ability to communicate effectively with patients, providers, and coworkers.

Nice To Haves

Previous experience in a medical office, healthcare setting, or front-desk position.
Familiarity with electronic medical records (EMR) systems.
Knowledge of medical terminology.

Responsibilities

Greet and check in patients upon arrival.
Answer incoming phone calls, direct calls appropriately, and respond to general patient inquiries.
Schedule, confirm, and reschedule patient appointments.
Verify and update patient demographic and insurance information.
Collect and maintain accurate patient registration information.
Assist patients with completing forms and paperwork.
Communicate professionally with patients, providers, and staff.
Maintain an organized, clean, and professional reception area.
Assist with patient check-out and other front-office duties as needed.
Maintain, organize, and update electronic medical records (EMR).
Scan, upload, index, and properly file patient documents into the EMR system.
Process incoming and outgoing medical records requests.
Assist with obtaining medical records from outside providers and facilities.
Ensure records are accurately documented and assigned to the correct patient charts.
Monitor and follow up on outstanding medical records requests.
Assist with preparing patient charts for upcoming appointments.
Handle, store, and release medical records in accordance with HIPAA regulations and clinic policies.
Maintain confidentiality of patient information and protected health information (PHI).
Assist providers and clinical staff with administrative requests.
Communicate messages and patient-related information to appropriate departments.
Perform general office duties, including filing, faxing, copying, scanning, and data entry.
Monitor incoming faxes, emails, and other correspondence.
Help maintain efficient patient flow and support daily clinic operations.
Perform additional administrative duties as assigned by management.