Job Description

Position Summary

The Front Office Receptionist serves as the first point of contact for patients and visitors, providing a welcoming, professional, and efficient front desk experience. This role is essential to the smooth operation of daily office functions, including communicating with patients and managing communications, welcoming patients and administering check-in and check-out procedures, scheduling, basic financial transactions, and giving administrative support to our team of mental health care providers. In their role, our Front Office Receptionist contributes to our patients’ experience of working with our practice groups, and maintains a well-organized and friendly environment that reflects the values of the practice.

We are seeking someone who is not only skilled and dependable but also interested in making a longer-term commitment to our practice. Ideally, this candidate would be prepared to remain with us for at least three years, with the opportunity to grow alongside our team and make a meaningful contribution to the success of the business.

Skills

• Excellent verbal and written communications
• Professional and friendly interpersonal manner
• High level of attention to detail and accuracy
• Strong multitasking and time-management abilities
• Comfortable with technology and competent to learn new systems
• Demonstrates emotional intelligence and discretion with sensitive patient matters
• Reliable, punctual, consistent, and committed
• Respectful of patients, colleagues, and employers
• Exhibits a collaborative mindset, flexibility and willingness to support workplace needs

Key Responsibilities:

Communications:

• Greets patients at our practice office front desk in a friendly and professional manner.
• Promptly answers incoming telephone calls to the practice office, assisting the caller in real time or directing their call to the appropriate party at our office.
• Monitors practice general email inbox, responding promptly to emails on behalf of practice as appropriate and/or directed.
• Receives and distributes the daily postal mail to internal recipients.

Appointment Check in and Scheduling:

• Checks in patients for their appointments at time of arrival following established procedures:
• Receives payment for current patient appointment at time of check in, and also advises patient/Financially Responsible Person of any open, past due balance. Receives payment for any other open past due balance. Records payments into the patient’s appointment window in the Electronic Medical Records (EMR) system at time of receipt.
• Asks patients to verify if their contact information (tel/address/email) and insurance information has changed since their last appointment. Updates any new contact info into the patient EMR profile / scans new payment method to file.
• Requests Billing Associate to run a new VOB if a patient reports new insurance.
• Changes patient status in EMR from “arrived” to “checked in” for communication to providers. Communicates verbally to providers on patient arrival as required.
• Records cash and check payments received in EMR and turns over to Billing Associate daily.
• Checks out patients after their appointment following established procedures and schedules next follow up appointment as directed by Provider.
• Directs provider requests for internal referrals of patients for new services promptly to the New Patient Coordinator for handling, recording on internal provider chat team boards.

Office Organization and Record Keeping

• Conducts daily checks for tidiness and organization of our two office reception areas and kitchen as directed by the Senior Receptionist.
• Always ensures no patient files are left unattended in unsecured spaces throughout the day and at close of business. Hands off physical charts and paper records to the Patient Records Coordinator for appropriate handling.
• Accurately enters/updates patient data and contact information into the EMR system as received from patients at check in.
• Maintains accurate and complete electronic records of his/her work, according to established practice procedures and in approved locations only (Dropbox and EMR).
• Maintains tidiness of personal workspace and orderly internal files, paper and electronic.

General Duties

• Backs up Administrative Team co-workers as needed for phones and desk coverage as directed by Senior Receptionist (i.e., during employee breaks, coworker scheduled vacation, coworker sick days.)

Maintains Confidentiality and Privacy

• Follows HIPAA Guidelines for Patient Private Health Information.
• Safeguards Patient/FRP Private Financial Information (payment methods) using established procedures, policies, and encrypted communication systems at our practice.
• Always maintains patient confidentiality, only discussing questions with relevant providers or staff in a professional context.

Qualifications:

• Completion of Associate's degree or Bachelor’s degree.
• Minimum 2 years of experience in a receptionist, administrative, or customer-facing role in healthcare, mental health, or related medical office settings.
• Ability to manage complex scheduling, to multi-task in a fast-paced environment, and maintain strong attention to detail.
• Proficiency with Electronic Medical Records (EMR) systems.
• Familiarity with HIPAA and patient confidentiality regulations.
• Strong organizational skills and ability to manage sensitive information discreetly.
• Excellent written and verbal communication skills.
• Demonstrated critical thinking skills.
• A professional, dependable, and warm presence with a desire to commit to the role for at least 2 to 3 years
• Bilingual fluency in English and Spanish in order to communicate (both verbal and in writing) effectively with our local patient population. French-language abilities are a plus.

Work Environment :

• Based on-site at our practice office with consistent in-person presence at the front desk
• Professional medical office setting with frequent patient interaction
• Regular coordination with clinical and administrative team members
• Involves sitting for extended periods
• Occasional light lifting (e.g., patient files)
• Daily use of computer systems and office equipment
• Workplace values include collaboration, communication, and professionalism
• Positive and respectful environment for both staff and patients

Training and Supervision:

• Reports directly to the Director of Business Operations and Human Resources
• Receives daily guidance from the Senior Receptionist
• Initial training includes Front Desk Procedures, EMR use, HIPAA compliance, and patient communication protocols
• Ongoing supervision and feedback provided to support continued growth
• Opportunities for skill development and performance check-ins available throughout employment

To apply:

Applicants are encouraged to apply directly on LinkedIn. Additionally, please email cover letter, resume, and a list of 3 professional references to contact@southfloridaintegrativemed.com.

Job details:

• Job Type: Full-time / 40 hrs per week.
• Schedule: Monday - Friday, 9:00 a.m. to 5:00 p.m.
• Position type: Non-exempt / Hourly
• Compensation: $18.27 - $21.63 per hour, based on experience
• Benefits include: Paid Time Off (PTO), Health Insurance, Vision and Dental, 401(k)

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