Medical Receptionist III

Job Description

Job Description

Salary: $22 -24/hr

Join Our Team -Jersey City Medical Receptionist III

Position Overview

The Medical Receptionist III performs all standard front desk duties with advanced independence, accuracy, and efficiency. This position is suited for an experienced and dependable medical receptionist who is comfortable navigating complex scheduling, resolving insurance issues, and supporting smooth day-to-day operations with minimal oversight. This role supports both administrative and basic clinical coordination duties, contributing directly to patient satisfaction and operational success.

This role requires availability for at least one evening shift per week and rotational Saturday coverage. Vanguard offers a $2.00+ per hour shift differential for any hours worked after 6:00 p.m. on weekdays and for all weekend hours.

Key Responsibilities

Patient Experience & Front Desk Operations

• Warmly welcome patients, families, and visitors with professionalism and consistency, maintaining a high standard of service.
• Act as a reliable point of contact to facilitate smooth communication between patients, clinical staff, and providers.
• Independently maintain the reception area throughout the day, ensuring it remains clean, organized, and patient-ready.
• Confidently explain practice policies, procedures, and wait times to patients, helping to set clear expectations.
• Respond to sensitive or complex patient concerns with empathy and sound judgment, escalating when appropriate.

Scheduling & Appointment Management

• Accurately schedule new and return visits, considering provider preferences, appointment types, and time constraints.
• Independently track and manage patient flow throughout the day; promptly notify clinical teams of any schedule changes or delays.
• Take initiative to optimize daily schedules by filling last-minute cancellations, managing waitlists, and prioritizing urgent requests.
• Ensure patients are fully informed of pre-visit requirements and any documentation or preparation needed for their appointment.

Check-In & Insurance Processing

• Perform comprehensive check-in procedures, including real-time insurance verification, demographic review, and ID scanning.
• Identify potential insurance discrepancies or coverage issues and address or escalate proactively before the patient encounter.
• Collect co-pays, outstanding balances, and reconcile daily payments accurately, maintaining proper documentation.
• Assist with troubleshooting billing concerns at the front desk and provide guidance to patients regarding their financial responsibilities.

Administrative & Clerical Support

• Respond promptly to phone inquiries, route calls accurately, and assist with patient scheduling or concerns as needed.
• Monitor shared office inboxes and MS Teams messages to ensure timely communication and coordination across departments.
• Obtain prior authorizations and pre-certifications for procedures, imaging, or medications, working independently under provider direction.
• Maintain accurate and compliant documentation in the EMR, with strong attention to HIPAA and confidentiality standards.
• Support general administrative tasks such as scanning, faxing, mailing, and assisting with special projects as assigned.

Compliance, Inventory, and Office Readiness

• Consistently safeguard patient information by logging out of systems and securing workstations when unattended.
• Monitor inventory of front desk supplies and proactively replenish materials to maintain uninterrupted operations.
• Identify and report safety, equipment, or facility issues promptly to the Practice Supervisor, helping ensure a safe and functional environment.

Qualifications

• High school diploma or equivalent required; associate degree or medical office certification preferred.
• Minimum of 4 years 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.

Core Competencies

• Compassion : Demonstrates empathy and genuine care in every interaction.
• Attitude : Brings a positive, proactive, and solution-oriented mindset to work.
• Respect : Treats all patients and team members with professionalism and dignity.
• Excellence : Strives for accuracy, timeliness, and continuous improvement in all tasks.

Physical Requirements

• Must be able to sit, stand, and walk for extended periods.
• May require light lifting (up to 20 lbs.) for supplies or office materials.
• Must have visual and auditory acuity to operate computer systems and phones.

Compensation and Benefits

The anticipated base hourly rate for this position ranges from $22.00 to $24.00 per hour, depending on the role and experience level. Additionally, this position may be eligible for a discretionary annual bonus and other company-sponsored benefits.

Benefits include:

• 401(k) retirement savings plan with company match
• Comprehensive health insurance (medical, prescription drug, dental, and vision)
• Paid time off, including vacation/personal days, holidays, and sick time
  
• Opportunities for ongoing training, certification, and professional development

Please note that individual total compensation will be determined at the Companys sole discretion and may vary based on several factors, including but not limited to: location, skill level, years and depth of relevant experience, and education.

EEOC Statement

Vanguard Medical Group is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.