Front Desk Representative

DUTIES AND RESPONSIBILITIES

We are seeking a friendly and organized individual to join our healthcare team as a Front Desk Receptionist. The Front Desk Receptionist will serve as the first point of contact for patients and visitors, providing excellent customer service and administrative support to ensure smooth operations of the front desk. This entry-level position is ideal for candidates with strong communication skills and a desire to work in a fast-paced medical office environment. The Front Desk Receptionist serves patients by greeting and assisting them on the phone or in person. Additionally, the receptionist schedules appointments, maintains documentation and records, facilitates the smooth running of the front office, and supports the delivery of quality patient care.

This is a Full-Time position, working Monday - Friday, 8 hours per day. The hourly range for the Front Desk Representative position is $24.00 - 26.01+. The hourly rate will be dependent on experience.

Essential Functions:

The functions performed by employees in this job family will vary by level or the area(s) to which assigned but may include (and not be limited to) the following. Employee must perform all duties and responsibilities in accordance with Via Care’s care standards.

• Greet patients and visitors in a courteous and professional manner and direct them to appropriate areas.
• Answer phone calls and respond to inquiries from patients, physicians, and other staff members.
• Schedule patient appointments accurately and efficiently, using electronic scheduling systems.
• Verify patient demographics, insurance information, and referral authorizations, and update patient records as needed.
• Collect patient co-payments, deductibles, and outstanding balances, and process payments securely.
• Maintain cleanliness and organization of the front desk area, including waiting room and reception area.
• Assist with patient registration and check-in processes, ensuring all necessary forms are completed and signed.
• Coordinate communication between patients and healthcare providers, including relaying messages and scheduling follow-up appointments.
• Welcomes patients and visitors by greeting patients and visitors, in person or on the telephone, answering or referring inquiries.
• Optimizes patients' satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone.
• Keeps patient appointments on schedule by notifying provider of patient's arrival; reviewing service delivery compared to schedule; reminding provider of service delays.
• Comforts patients by anticipating patients' anxieties; answering patients' questions; maintaining the reception area.
• Ensures availability of treatment information by filing and retrieving patient records.
• Maintains patient accounts by obtaining, recording, and updating personal and financial information.
• Maintains business office inventory and equipment by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; scheduling equipment service and repairs.
• Helps patients in distress by responding to emergencies.
• Protects patients' rights by maintaining confidentiality of personal and financial information.
• Maintains operations by following policies and procedures, reporting needed changes.
• Contributes to team effort by accomplishing related results as needed.
• Obtains medical authorizations and referrals for procedures.

Knowledge, Skills, and Abilities

• Strong communication and interpersonal skills, with a positive and professional demeanor.
• Excellent organizational abilities and attention to detail.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Proficiency in computer skills and familiarity with electronic health record (EHR) systems.
• Ability to work effectively as part of a team.
• Compassionate and empathetic attitude toward patients and their families.
• Willingness to learn and adapt to new tasks and responsibilities.
• Commitment to maintaining patient confidentiality and privacy.
• Demonstrated attention to detail, ability to multi-task, and flexible.
• Knowledge of standard office machines including copier, fax, multi‐line telephone, printers, etc.
• Ability to be a team player; support and assist team members.

• High school diploma or equivalent.
• Previous experience in a customer service or administrative role preferred.
• Experience in medical front office procedures preferred and knowledge of medical terminology.

Special Requirements:

• Valid California Driver License and automobile insurance coverage.
• Subject to a criminal background check prior to employment.

Compliance with all mandated vaccinations and all boosters is a term and condition of employment.

Environmental/Working Conditions:

Normal office environment. Occasional overtime may be required and/or hours may be shortened as business needs dictate. While performing the duties of this Job, the employee is regularly required to sit.  The employee is occasionally required to use hands to finger, handle, or feel and talk or hear. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, skills and working conditions may change as needed.

Equal Opportunity Statement:

Via Care Community Health Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Via Care Community Health Center complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

In compliance with California Labor Code § 432.3, as amended effective January 1, 2026, this job posting includes the pay scale for the position. The pay scale represents a good‑faith estimate of the salary or hourly wage range the employer reasonably expects to pay for the position upon hire. Actual compensation within the posted range will depend on experience, skills, and internal equity.