Medical Office Receptionist

Job Description – Remote ReceptionistPosition: Part-Time Receptionist (Remote)

Hours: 16–20 hrs/week (Mon–Thurs, 9 AM–2 PM CST)

Compensation: $15.50/hour (biweekly payroll)

Reports To: Practice Owner

Summary

Inspire Counseling, LLC is seeking a part-time Remote Receptionist to serve as the first point of contact for clients and to provide administrative support to the entire team. This role supports all contractors and staff with scheduling, communication, and payment processing, while working closely with the billing specialist to ensure smooth operations. The Receptionist plays an essential part in maintaining excellent client experiences and helping the practice run efficiently.

Key ResponsibilitiesClient Communication & Scheduling

• Answer phones and return messages during scheduled hours.
• Manage the practice’s email account(s), ensuring client inquiries and administrative emails are answered or forwarded to the correct team member within 24 hours.
• Conduct intake calls: explain services, gather client details, and schedule appointments using the approved intake script.
• Verify insurance benefits with guidance from the billing specialist as needed.
• Collect and maintain a card on file in the EHR.
• Document all calls and contacts in the designated tracking system (e.g., Excel sheet).
• Track whether each call/contact results in a scheduled appointment or not, and record the reason if not scheduled.
• Maintain referral source information for each inquiry.

Payments & Financial Duties

• Process copays and private pay fees on the day of service.
• Apply payment toward the No Show/Late Cancellation fee (full contracted rate) if a client late cancels or no-shows.
• Complete end-of-day payment check: confirm every session has a payment logged (service or NS/LC).
• Contact clients within 24 hours for failed or declined cards.

Administrative & Team Support

• Provide administrative support to all contractors and staff, ensuring communication and scheduling needs are met.
• Work closely with the billing specialist in a team spirit to ensure payments and claims align.
• Maintain intake logs and daily payment reports.
• Support the practice owner with administrative requests as needed.
• Maintain confidentiality and HIPAA compliance in all communications.

Team Participation

• Attend monthly staff meetings (1 hour per month), typically held on Fridays at 2:00 PM CST via Zoom.
• May also be asked to attend weekly administrative meetings with the practice owner and billing specialist. Attendance at these meetings will be included in regular weekly hours.

Qualifications

• Previous experience in customer service, healthcare, or administrative support preferred.
• Excellent phone presence — warm, professional, and organized.
• Comfortable with technology (EHR systems, Google Workspace, payment processing).
• Strong email and written communication skills.
• Ability to work independently and manage tasks remotely.
• Commitment to confidentiality and HIPAA compliance.

Performance Goals

• All phone calls and emails are responded to within 24 hours.
• 100% of copays/private pay fees are collected the day of service.
• NS/LC fees applied consistently according to policy.
• Every client call/contact is documented with the outcome (scheduled/not scheduled).
• Conversion rates are tracked and reported on a weekly basis.
• Active participation in monthly staff meetings and weekly administrative meetings.