Receptionist/Scheduler (DHWC)

Position Summary

The Receptionist Scheduler is responsible for providing excellent customer service to patients while performing administrative and clerical tasks to support clinic operations. This role includes managing patient check-ins, scheduling, payment collection, maintaining records, and ensuring effective communication between patients and clinical staff. The position requires proficiency in medical and dental office procedures, technology systems, and strong interpersonal skills to enhance the patient experience.

Scope and Impact

Supports front desk and administrative functions that directly impact clinic efficiency and patient satisfaction. Ensures timely and accurate service to maintain clinic workflow.

Decision-Making Authority

Uses discretion to manage scheduling priorities, resolve documentation issues, and escalate concerns when necessary.

Interactions / Working Relationships

Engages daily with patients, clinical providers, administrative staff, and external contacts. Requires clear communication and excellent service orientation.

Essential Duties and Responsibilities

• Greet and check-in patients in a courteous and professional manner.
• Support scheduling and rescheduling for multiple departments including transportation and internal referrals.
• Apply dental terminology and scheduling knowledge as needed.
• Manage incoming calls, route appropriately, and document interactions accurately.
• Collect, verify, and document patient demographic, insurance, and payment information.
• Update patient information accurately in the Electronic Medical Record (EHR) system.
• Collect payments, issue receipts, and prepare daily deposits per policy.
• Ensure patient confidentiality and HIPAA compliance.
• Perform chart checks and review patient histories for completeness.
• Coordinate with clinical staff to support patient flow and experience.
• Handle patient inquiries and escalate concerns to leadership when necessary.
• Process and follow up on external medical record requests.
• Maintain front office and waiting area cleanliness and organization.

Supervisory or Leadership Responsibilities

This position does not supervise other employees.

Qualifications

Minimum Qualifications (Required)

• High School diploma or equivalent required
• Licenses/Certifications: None
• One year of medical and dental receptionist experience required.
• Other Required Skills/Knowledge: Knowledge of medical and dental terminology and procedures preferred.

Preferred Qualifications

• Advanced degrees, certifications, or specialized training
• Additional years of relevant experience
• Bilingual or multilingual proficiency
• Experience with specific populations or programs

Knowledge, Skills, and Abilities (KSAs)

Strong interpersonal, organizational, and multitasking skills. Ability to use critical thinking to prioritize tasks and resolve issues. Professional and confidential communication required.

Language Skills

Fluency in English required. Bilingual in Spanish required. Ability to communicate clearly with patients and staff

Technology and Tools

Proficient in Internet use, Microsoft Office Suite (Outlook, Word, Excel), and Smartsheet. Experience with electronic health record (EHR) systems required.

Work Environment and Physical Demands

Work is performed in a medical and dental office environment with frequent interaction with patients. The role requires bending, stooping, twisting, turning, walking, using step stools, sitting and standing for extended periods, and lifting up to 25 pounds.