Front Desk Medical Administrator/Reception

Job Description: Front Desk Medical Administrator - Children's Myofunctional Therapy Center

We are seeking a highly professional, organized, and compassionate Front Desk Medical Administrator to be the welcoming face and efficient hub of our Children's Myofunctional Therapy Center. This pivotal role requires an individual who embodies both impeccable professional appearance and exceptional administrative and interpersonal skills, ensuring a positive and comforting experience for every child and their family, and smooth daily operations.

Job Summary

The Front Desk Medical Administrator is responsible for managing all front office operations, including patient check-in/check-out, scheduling, answering phones, verifying insurance, and maintaining patient records. This role demands a keen eye for detail, a proactive approach to problem-solving, and the ability to handle multiple tasks efficiently while maintaining a calm, reassuring, and child-friendly demeanor. The ideal candidate will project a professional image that reflects our commitment to high-quality pediatric myofunctional care and service excellence.

Key ResponsibilitiesAppearance & Professionalism:

• Maintain a polished and professional appearance at all times, adhering to the clinic's dress code and grooming standards, as the first point of contact for children and their families.
• Exhibit a friendly, welcoming, and empathetic demeanor, with a special ability to connect with children and put them at ease, to create a positive and reassuring environment for our young patients and their families.
• Demonstrate exceptional communication etiquette in person, over the phone, and in written correspondence, understanding the unique needs of communicating with parents and guardians.

Administrative & Clinical Support Skills:

• Patient Registration & Check-in/Check-out: Accurately register new pediatric patients, update existing child patient information, verify insurance eligibility, collect co-pays/payments, and schedule follow-up myofunctional therapy appointments.
• Appointment Management: Efficiently manage the appointment schedule, including booking, rescheduling, and confirming appointments for children, while minimizing wait times and optimizing therapist availability.
• Communication Hub: Answer multi-line phones, direct calls appropriately, take accurate messages, and respond to parent/guardian inquiries with professionalism and clarity regarding myofunctional therapy services.
• Billing: Assist parents/guardians with insurance-related questions specific to myofunctional therapy, and process patient payments accurately.
• Record Management: Maintain organized and confidential patient records (both electronic and physical) for our young patients in compliance with HIPAA regulations.
• Office Organization: Ensure the waiting area and front desk are tidy, welcoming, and child-friendly, well-stocked with necessary forms and information relevant to pediatric myofunctional therapy.
• Problem-Solving: Proactively address parent/guardian concerns, resolve scheduling conflicts, and handle administrative issues with tact and efficiency.
• Collaboration: Work collaboratively with myofunctional therapists, speech-language pathologists, dentists, orthodontists, and other providers to ensure seamless patient flow and effective communication within a pediatric setting.
• Technology Proficiency: Utilize electronic health record (EHR) systems, practice management software, and standard office applications (Microsoft Office Suite) proficiently.

Qualifications

• Education: High school diploma or equivalent required. Associate's degree or certification in Medical Office Administration, Healthcare Management, or a related field preferred.
• Experience: Minimum of 2-3 years of experience in a front desk or administrative role within a medical office, hospital, or healthcare setting, preferably in a pediatric or therapy-focused environment.
• Knowledge: Familiarity with medical terminology, insurance verification processes, HIPAA regulations, and electronic health record (EHR) systems. Understanding of myofunctional therapy or pediatric healthcare is a significant plus.

Required Skills

• Exceptional Interpersonal Skills: Ability to interact effectively and empathetically with diverse patient populations, especially children and their parents/guardians, colleagues, and providers.
• Outstanding Communication Skills: Excellent verbal and written communication abilities, with a clear, calm, and professional telephone manner, adaptable for communicating with both adults and children.
• Strong Organizational Skills: Meticulous attention to detail, ability to prioritize tasks, and manage time effectively in a fast-paced environment.
• Problem-Solving Abilities: Resourceful and proactive in addressing issues and finding solutions.
• Technical Proficiency: Proficient in using computers, medical office software, and multi-line phone systems.
• Adaptability: Ability to adapt to changing priorities and learn new systems quickly.
• Team Player: Willingness to support colleagues and contribute to a positive team environment.
• Discretion & Confidentiality: Upholding strict patient confidentiality and privacy standards.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to use a computer and telephone extensively.
• Occasional lifting of light office supplies.

We offer a competitive salary, comprehensive benefits package, and a supportive work environment where your contributions are valued. If you are a dedicated and skilled professional who thrives in a patient-focused setting, and has a passion for working with children and supporting their health journey, we encourage you to apply.

Job Type: Full-time

Pay: $19.00 - $23.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Health savings account
• Professional development assistance
• Retirement plan

Work Location: In person