Medical Receptionist

Front Office Associate

The Front Office Associate welcomes, greets, and checks in/outpatients while collecting insurance and patient personal information. The Associate answers phones, verifies appointments, and assists in filing and maintaining patient files, both electronic and paper.

• Performs patient check‑in process, verifies and updates demographics, verifies and updates insurance information on route slip and in Electronic Medical Records system.
• Performs Route Slip and Day Sheet processes and procedures.
• Scans and uploads Driver’s License and Insurance Cards.
• Navigates and schedules patients in the Electronic Medical Records system.
• Submits authorizations and/or creates tasks for patients.
• Faxes/Scans and creates referral letters to PCPs or referring doctors.
• Contacts patients to confirm and/or update appointments.
• Performs patient check‑out procedures.
• Executes backup protocol for processing patients during system outages.
• Collects and documents the patient’s chief complaint.
• Verifies patient’s ocular and medical health history.
• Documents medications the patient is taking.
• Performs a basic Visual Acuity (VA) assessment.
• Performs an intraocular pressure (IOP) test with a Tonopen unit.
• Administers topical ophthalmic and dilation medications as directed.
• Ensures a positive and professional environment where patients feel comfortable; prepares patients for treatment and assists doctors.
• Maintains clean and orderly waiting area, including reading material/television.
• Files charts, demographic forms, HIPAA Acknowledgement forms, insurance cards, etc. and uploads them accurately into the Electronic Medical Records system.
• Receives supply deliveries and reroutes them to appropriate staff.
• Maintains appropriate professional appearance and demeanor in accordance with Company policies.
• Makes commitments, informs the direct supervisor of work progress, timetables, and issues.
• Maintains strict compliance with State, Federal, and other regulations (e.g., OSHA, WC, HIPAA, ADA, FEHA, DOL, HR policies and practices).
• Other duties as assigned by management.

• High School education, GED or equivalent. Valid driver’s license and automobile insurance. Ability to travel to other clinics as assigned.

• Experience in the Ophthalmic or Optometric Industry. Experience in a medical office and/or customer service.

• A valid Driver’s License may be required based on clinic location(s).

• Team player coupled with excellent communication and interpersonal skills (oral and written).
• Skills required include use of WORD, EXCEL and standard office equipment.
• Responds to common inquiries from customers, staff, vendors, or other members of the community.
• Draws valid conclusions, applies sound judgment, and makes decisions under pressure.
• Interprets and applies policies and procedures.
• Addresses others professionally and respectfully through actions, words, and deeds.
• Detail‑oriented, organized, process‑focused, problem solver, self‑motivated, proactive, customer service focused.
• Displays independent judgment and willingness to make timely and accurate decisions based on available information that is sometimes vague or limited.
• Multitasks effectively and works in a fast‑paced and sometimes ambiguous environment without compromising quality of work.
• Prioritizes tasks and projects with limited direction while contributing to the success of the clinic.

• This is primarily an office classification. Temperature conditions are controlled with limited direct exposure to hazardous physical substances. The noise level in the work environment is usually low to moderate.
• Ability to travel between offices.
• Regularly required to sit, stand, walk, handle, or feel, reach with hands and arms, see, talk, and hear. Frequently lifts and/or carries reports, records and other materials that typically weigh less than 20 pounds. Occasionally required to stoop, kneel, bend, or crouch.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, calculator, and other standard office equipment.

All of the information contained herein reflects general details as necessary to describe the principal functions of this classification, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all‑inclusive listing of work requirements. Management reserves the right to add, modify, change, or rescind the duties and/or work assignments of all positions without advanced notice and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.