With its demand and the abundance of online medical courses, becoming a medical office receptionist isn’t so far out of reach in 2024.
That said, it’s not an easy path for just anyone. Experience in the medical field doesn’t guarantee success as a medical receptionist.
To become a top medical office receptionist, you must acquire the necessary hard and soft skills. Through this, you can deliver or exceed what you are asked for in this job.
Understanding the role of a medical receptionist
Before enrolling in a medical receptionist course, you must first understand what it takes to become one.
Definition
A medical office receptionist assists patients, welcomes visitors, and handles the administrative tasks in a medical facility. They’re the first faces you see when you visit a clinic or go to a hospital, so they have to be inherently knowledgeable about the business (of the healthcare facility).
For example, if you have questions about the availability of a physician or the appropriate doctor to consult, you’ll have to ask the medical receptionist. Ideally, they should have the answer and help you book an appointment with the physician’s secretary or medical office assistant.
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Requirements
To become a medical office receptionist or medical office assistant, you must have any of the following:
High school diploma or GED
Certifications in medical office administration, medical billing, or similar fields
Proficiency in Microsoft Office Suit or Google Workspace
Experience in using Electronic Health Records (EHR) systems like Epic, Cerner, or Athenahealth, or any EHR used in most medical practices
Knowledge of medical terminology and jargon
Strong verbal and written communication skills in case of emergencies, service delays, and patient complaints
Customer service skills
Organizational skills
Attention to detail
(Not always required, but a plus) Experience in working or volunteering in a medical setting
Insider tip:
Even if you don’t have a job experience in the medical field, employers might want to ask about your experience in a customer-facing job such as retail or hospitality. Candidates with such experience often possess the soft skills (empathy, communication, and multitasking), which are essential for succeeding as a medical office receptionist or medical office assistant.
You can also consider investing in your professional development before applying for a job. For example, you can take a medical terminology crash course to get up to speed quickly when you’re being onboarded as a medical receptionist.
Responsibilities of a medical office assistant or receptionist
1. Patient check-in/check-out
A medical receptionist is responsible for scheduling appointments. He or she welcomes patients, schedules appointments, verifies patient records and insurance details, and ensures the medical records are up to date. They also handle payments, confirm follow-up appointments, and provide patients with necessary instructions or paperwork.
2. Appointment scheduling
Medical office receptionists also manage and maintain the appointment calendar, ensuring the appointments are booked efficiently to maximize the physician’s schedule while minimizing patient wait times.
A medical receptionist also handles rescheduling and cancellations and sometimes contacts patients to remind or confirm their appointments.
3. Answering phones and emails 
Medical receptionists are responsible for promptly answering incoming phone calls and emails in medical offices. They handle many inquiries, from patient appointment requests to medical record updates and insurance questions. Sometimes, a medical receptionist may need to triage calls and direct urgent matters to the appropriate medical staff.
4. Medical records management
Receptionists manage patient files, updating records with accurate and timely information. This includes scanning and filing documents and securing the patient’s privacy in accordance with HIPAA regulations.
5. Insurance verification and billing
Medical receptionists verify insurance details before the patient’s appointments. They communicate with the insurance providers to confirm the patient’s coverage. More than that, a medical receptionist also handles billing and coding, ensuring the patients are aware of their financial obligations and processing payments at the front desk.
6. Greeting and directing patients
As the first point of contact, the medical receptionists greet patients entering the office, giving a welcoming, professional vibe. They may also assist a patient in finding the correct department or room.
7. Processing paperwork
A medical receptionist is responsible for processing forms, including patient intake, insurance documentation, consent forms, and referral paperwork. Like a medical office assistant, a medical receptionist double-checks all necessary documents to ensure they are signed and properly filed to avoid regulatory and legal disputes.
8. Maintaining the reception area
A medical receptionist keeps the waiting room tidy and stocked with office supplies, forms, pamphlets, and materials. They may also disinfect shared spaces in the medical office to follow COVID-19 protocols.
Insider tip:
Employers favor candidates who show they can be productive in a high-stress environment. So, they would probably consider testing your skills during a role-playing exercise where you’ll pretend to handle multiple calls while managing in-person check-ins to test your organizational and time management skills.
