Medical Receptionist - Mentor Office

Position Overview

Apex Skin is a physician-led and rapidly growing dermatology practice committed to delivering exceptional patient experiences. We are seeking a talented and motivated Medical Receptionist to provide front-office support and ensure smooth patient flow throughout the clinic. This role includes greeting and checking in patients, managing appointment scheduling, handling insurance verification, processing payments, and assisting with administrative tasks that support clinical operations. The ideal candidate demonstrates strong communication skills, attention to detail, and the ability to thrive in a fast-paced, team-oriented environment while maintaining professionalism and compassion in every patient interaction.

Compensation Range

• Based on relevant work experience

Schedule

• Full-time, Monday through Friday [32 hours per week]
• This position is based in our Mentor office four (4) days per week and requires one (1) day per week in our Madison office
• Occasional Saturday mornings may be required
• Schedules are subject to change based on clinic needs
• Flexibility to travel to locations within a 20-mile radius to support clinical coverage as needed

Essential Functions

• Answer incoming calls with professionalism, courtesy, and consistent phone etiquette.
• Maintain knowledge of insurance plans, terminology, and verification processes.
• Provide exceptional customer service while greeting, checking in, and assisting patients.
• Assist Medical Assistants with patient-related phone calls and follow-up tasks.
• Schedule appointments in person, via phone, or email while optimizing provider time and patient satisfaction.
• Maintain and update patient accounts, including personal and financial information.
• Record and collect payments; process third-party claims; and follow revenue procedures accurately.
• Ensure confidentiality and protection of all patient information.
• Follow established policies and procedures and alert leadership to needed changes.
• Maintain a clean, welcoming, and calming reception area to reduce patient anxiety.
• Support team operations and contribute to collective goals.
• Monitor office supply levels, anticipate needs, and place orders as required.
• Keep reception and waiting areas cleaned, organized, and patient-ready.
• Manage daily schedule accuracy, including scrubbing the schedule, monitoring the wait list, and maintaining follow-up lists.
• Enter insurance data with accuracy and without errors.
• Call and document communication with patients who cancel or no-show.
• Verify patient insurance coverage with accuracy.
• Balance and close out collections at end of day.
• Use EMR systems, including ECW; perform scanning, data entry, and spreadsheet tracking.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Qualifications

• Strong communication and interpersonal skills
• Ability to multitask in a fast-paced environment
• Flexibility and adaptability
• Customer service mindset with professionalism and patient focus
• Excellent time management and organizational skills
• Attention to detail and accuracy
• Proficiency in basic computer applications and scheduling systems
• Knowledge of medical terminology
• Word processing and data entry skills
• Bachelor’s degree or equivalent experience in a relevant field preferred
• 2+ years of experience as a Medical Receptionist (dermatology experience is a plus)
• Certification as a Medical Receptionist preferred, or willingness to obtain certification

Career Growth Opportunities:

Motivated Medical Receptionists may pursue:

• Transition into a Medical Assistant role with training and certification support
• Lead Receptionist or Front Office Coordinator positions
• Cross-training in scheduling, billing, or insurance verification
  Patient Services or Administrative Specialist roles
• Opportunities to grow into supervisory or office management positions over time
• Apex Skin provides training, mentoring, and development opportunities for individuals who demonstrate skill, reliability, compassion, and a commitment to exceptional patient care.

Physical Requirements & Work Environment

• Prolonged periods of sitting at a desk and working on a computer, with frequent standing, walking, and movement within the office
• Manual dexterity for typing, data entry, and handling office equipment
• Ability to speak clearly, hear callers, and interact with patients in person 
• Visual acuity sufficient to read patient information and EMR screens
• Ability to occasionally lift up to 20 pounds (e.g., office supplies)
• Work performed in a professional medical office setting with regular interaction with patients, providers, and staff
• Fast-paced environment requiring multitasking, attention to detail, and calm communication
• Exposure to cleaning supplies, office equipment, and moderate noise levels
• Must adhere to all health and safety policies, including infection control standards