Medical Receptionist - New Rhinelander Location

We are seeking an experienced Medical Receptionist to join our growing team at GI Associates! This on-site position is essential in creating a positive atmosphere for our patients and staff alike. As the primary front desk presence at our new clinic location, this role requires a high level of independence, accountability, and reliability.

The ideal candidate will excel in customer service, warmly welcoming patients and guests, managing check-ins efficiently, handling phone inquiries promptly, coordinating appointments, managing physician referrals, maintaining office relationships, and overseeing appointment reminders. This position is best suited for someone who is experienced, dependable, and confident working independently while keeping operations running smoothly.

If you're dedicated to providing exceptional service and thrive in both independent and team-oriented environments, we encourage you to apply today!

*This is a .80 FTE position (with potential consideration for up to 1.0 FTE) working primarily at our Rhinelander location. Occasional coverage at Wausau may be required.

Essential Job Functions and Responsibilities

• Promptly greets patients and guests in a positive and professional manner. Effectively and courteously assists physicians, patients, coworkers, and visitors.
• Completes the patient check-in process; obtains and accurately loads demographic and insurance information and verifies accuracy at each visit, provides necessary forms to patients for completion and signature, reviews, and verifies the forms for accuracy, arrives patient in both the practice management and electronic medical record systems, and monitors patient waiting times in the lobby.
• Collects co-payments and co-insurance and issues the appropriate receipt during the check-in process.
• Promptly answers telephone calls, records messages for physicians, nurses and other staff as necessary, schedules patient appointments for all GIA offices and outreach clinics, and revises patient schedules for cancellations and changes to physicians' schedules.
• Takes incoming referrals from physician offices and maintains professional relationship with referring offices. Loads patient information in the practice management system, calls the patient to schedule an appointment or tasks the team for further assessment, mails patient packet out if scheduled, and sends referral sheet back to referring office.
• Monitors portal messages. Reviews and forwards to appropriate teams/staff for response.
• Verifies cash drawer balance daily, and secures cash drawer before leaving department for the day.
• Prepares records and packets for incoming Endoscopy Center patients; runs demographic sheets, H & P documentation, labels, and other related items and gives to the Endoscopy Center staff.
• Completes post-procedure follow-up items; tasks Endoscopy Center RNs for non-pathology patient call backs, monitors all cases for surveillance orders, and tracks cancelled procedures to assure proper reschedule or follow-up occurs.
• Performs various clerical duties for the Endoscopy Center, such as preparing procedure packets, photocopying forms, creating/maintaining reports, obtaining/updating patient information, creating labels, and maintaining office supplies and necessary forms.
• Maintains the office supplies in reception, notifying the appropriate staff when additional supplies/forms are required.
• Maintains the reception area, waiting room, and parking and entryway. Monitors reception, public waiting room and bathroom cleanliness. Inspects parking and entryway conditions, including snow removal and salting. Notifies grounds staff if needed, and notifies maintenance of any other service that is needed (i.e. carpet cleaning). Unlocks/relocks office and drug closet doors at the start and end of the day.
• Actively participates in meetings, strives to positively contribute ideas and concerns to enhance and improve teamwork and effectiveness of the department.
• Checks first aid box monthly and AED daily.
• Maintains highest standards of patient confidentiality at all times.
• Performs other duties as assigned, including but not limited to outgoing referrals, answering service messages, patient satisfaction survey reports, etc.

Minimum Qualifications

• Education
• • High school diploma or equivalent required.
  • Advanced training/certification in any healthcare office degree program preferred.
• Licensure/Certification
• • n/a
• Experience
• • Minimum of one to two years of medical office experience in reception, or other relevant medical field required.

Competencies Required

• Knowledge
• • Working knowledge of medical terminology.
  • Working knowledge of GIA appointment types, procedures, and anything else related to patient scheduling.
• Skills
• • Exhibits a high level of phone and customer/patient service skills and etiquette to provide a positive first impression of the organization.
  • Possesses interpersonal, communication, and listening skills necessary to deal effectively and courteously with patients, physicians, and all staff members.
  • Proficient computer skills working in an Electronic Medical Record (EMR) and Practice Management software, and Microsoft Word, Excel, and the Internet.
  • Demonstrates professionalism and respect in all forms of communication and correspondence.
• Abilities
• • Ability to maintain strict confidentiality of fiscal and health information.
  • Ability to work in a fast paced, multi-tasking environment and cope with rapidly changing demands while working as a team member.
  • Ability to prepare and gather information accurately and efficiently.