Medical Network of Alaska is hiring: Medical Receptionist in Wasilla

Medical Network of Alaska (MNA) is seeking a professional and compassionate Medical Receptionist to serve as the first point of contact for patients at our busy family medicine practice. The ideal candidate will provide professional, courteous, and efficient service to patients, visitors, and staff while managing daily front desk operations. Responsibilities include patient check-in/check-out, appointment scheduling, accurate data entry, and supporting smooth clinic workflows. This role requires exceptional customer service, strict confidentiality, and a commitment to delivering a superior patient experience from check-in to check-out.

Essential Duties and Responsibilities - Medical Receptionist

Patient Services & Front Desk Operations

• Greet patients, visitors, and staff professionally and warmly.
• Manage patient check-in and check-out processes efficiently.
• Register new patients and update existing patient information.
• Verify insurance coverage and collect co-payments, deductibles, and outstanding balances.
• Schedule, reschedule, and cancel appointments across multiple providers; maintain waitlists and ensure schedules are optimized.
• Coordinate referrals, specialist appointments, and vendor meetings as requested.
• Operate multi-line phone system; answer inquiries, direct calls, and follow up on voicemails every 3-4 hours.
• Screen and triage patient needs in-person, by phone, or email, directing them appropriately.
• Maintain a clean, organized, and welcoming reception area; sort and distribute mail promptly.
• Check and respond to patient emails, directing inquiries to the correct department.

Scheduling & Coordination

• Confirm patient appointments and proactively manage scheduling buckets to ensure no slots remain unused.
• Contact patients who are no-shows, create no-show claims, and collect applicable fees.
• Screen schedules to ensure all required documentation is on file, including IDs, insurance cards, HIPAA consent, telemedicine consent, minor consent forms, medical history forms, self-pay consent, and financial policies.
• Verify Tricare and VA authorizations and reschedule patients if authorizations are missing.
• Contact patients in advance for large balances and assist with Medicaid travel vouchers.
• Review appointment ticklers and worklists; schedule follow-ups as needed and remove unnecessary items.

Patient Records & Documentation

• Maintain accurate and up-to-date patient records in the electronic medical record (EMR) system.
• Process patient registration forms, insurance documentation, and other required paperwork.
• File and scan documents into the EMR, ensuring proper labeling, organization, and confidentiality.
• Coordinate and process Release of Information (ROI) forms, ensuring compliance with HIPAA; scan and assign forms to medical records promptly.

Financial Transactions & Patient Support

• Collect and post patient payments, including co-pays, deductibles, coinsurance, outstanding balances, and guarantor payments.
• Provide accurate patient estimates and explain financial policies, payment options, and insurance coverage.
• Assist patients with billing inquiries, payment arrangements, and financial guidance.
• Reconcile daily cash receipts, ensure all funds are accounted for, and prepare bank deposits.
• Process insurance authorizations and verify benefits.

Administrative Support & Additional Duties

• Prepare daily schedules and patient charts for providers.
• Handle prescription refill requests per practice protocols.
• Manage patient flow and communicate delays to waiting patients.
• Assist with medical records requests and releases.
• Support clinical team with administrative tasks as needed.
• Maintain office supplies and equipment.
• Contribute to process improvements and workflow efficiencies.
• Perform other duties as assigned by management.

Essential Duties and Responsibilities

Front Desk Operations

• Greet patients, visitors, and staff warmly and professionally.
• Manage patient check-in and check-out processes efficiently.
• Maintain a clean, organized, and welcoming reception area and lobby.
• Sort and distribute incoming mail promptly to the appropriate staff or departments.
• Check and manage patient emails, responding appropriately or directing inquiries to the correct department.

Communication

• Operate a multi-line telephone system professionally, handling inquiries, appointment requests, and patient concerns.
• Screen and triage patient needs in-person, by phone, or via email, directing them to the appropriate department or clinical staff.
• Check and respond to voicemails every 3-4 hours during business hours to ensure timely follow-up.
• Relay urgent messages to the appropriate personnel promptly.

Scheduling & Coordination

• Schedule and confirm patient appointments accurately via phone, in-person, and electronic systems.
• Maintain appointment waitlists to ensure schedules remain full and no time slots go unused.
• Work appointment reschedule buckets, appointments-to-schedule buckets, appointment requests buckets, and personal buckets proactively.
• Ensure all items in buckets are addressed and completed within 72 hours.
• Contact patients who are no-shows to reschedule appointments, create no-show claims, and collect applicable fees.
• Review appointment ticklers and worklists; schedule follow-ups as needed and remove unnecessary ticklers.
• Screen schedules ahead of time to ensure all required documentation is on file, including IDs, insurance cards, and completed forms.
• Obtain and verify all necessary patient documents, including:
  • New patient paperwork
  • Demographics
  • HIPAA consent
  • Telemedicine consent
  • Self-pay consent
  • Medical history forms
  • Minor consent forms
  • Financial policies
• Reschedule appointments as needed due to provider leave, scheduling errors, or missing authorizations.
• Verify Tricare and VA authorizations; reschedule patients if authorizations are not on file.
• Contact patients in advance for large balances to ensure timely payment.
• Assist patients with obtaining Medicaid travel vouchers.
• Schedule and coordinate drug representative lunches and other vendor meetings as requested.

Release of Information (ROI)

• Coordinate and process patient Release of Information forms, ensuring accuracy and completeness.
• Scan ROI forms into the EMR and assign them to medical records for processing.
• Process urgent requests promptly in compliance with HIPAA and clinic policies.

Patient Records & Documentation

• Verify patient eligibility and enter insurance and demographic information into the EMR.
• File and scan documents into the EMR accurately, ensuring proper labeling and organization.
• Maintain accurate and up-to-date patient records while ensuring confidentiality and HIPAA compliance.

Financial Transactions & Patient Support

• Collect patient payments, including co-pays, coinsurance, deductibles, outstanding balances, and guarantor payments.
• Provide accurate patient estimates as requested, explaining anticipated costs and insurance coverage.
• Assist patients with contacting billing to set up payment arrangements or resolve questions.
• Accurately post payments to patient accounts and reconcile daily transactions.
• Reconcile cash boxes and collections daily, ensuring all funds are accounted for.
• Support patients with financial inquiries and provide guidance as needed.

Additional Duties

• Support clinical team with administrative tasks as needed.
• Assist in maintaining office supplies and equipment.
• Contribute to process improvements and workflow efficiencies.
• Perform other duties as assigned by management.

Key Competencies

• Customer Service: Demonstrates patience, empathy, and professionalism; handles difficult situations effectively.
• Communication: Strong verbal, written, email, and voicemail skills; actively listens and communicates clearly.
• Technology Skills: Proficient with EMR systems, Microsoft Office, and other office technology; adaptable to new software.
• Problem Solving & Judgment: Identifies challenges, develops solutions, and escalates issues appropriately.
• Teamwork & Collaboration: Works cooperatively with colleagues and contributes to a positive work environment.
• Organization & Time Management: Efficiently manages multiple tasks and ensures bucket items are completed within 72 hours.
• Attention to Detail: Maintains accuracy in scheduling, data entry, document filing, ROI processing, financial transactions, patient estimates, Medicaid voucher processing, bucket management, vendor coordination, cash reconciliation, mail distribution, patient emails, and voicemail management.
• Professionalism & Ethics: Maintains confidentiality, follows clinic policies, and demonstrates integrity.

Qualifications and Requirements - Medical Receptionist

Education and Experience

• High school diploma or GED required; additional medical administrative certifications preferred.
• Previous medical office, clinic, or customer service experience preferred (2-4 years).
• Experience in family medicine or primary care, insurance verification, prior authorizations, and ROI processes is a plus.
• Knowledge of medical terminology preferred.
• Proficiency with computers, including EMR/EHR systems (Epic, Cerner, Athena, or similar).
• Familiarity with patient financial responsibilities, Medicaid travel vouchers, scheduling buckets, vendor coordination, cash reconciliation, mail distribution, and patient email/voicemail communication is preferred.

Skills and Abilities

• Strong written, verbal, and phone communication skills; ability to interact professionally with diverse patient populations.
• Excellent organizational, multitasking, and problem-solving abilities.
• Ability to apply common sense and reasoning to handle patient inquiries, conflicts, and schedule changes calmly and efficiently.
• Professional appearance and demeanor.
• Bilingual capabilities are a plus, depending on patient population needs.

Knowledge and Compliance

• Understanding of HIPAA privacy regulations and compliance requirements.
• Knowledge of standard office procedures and clinic workflow.

Physical Requirements

• Ability to sit for extended periods and frequently use computers, phones, and office equipment.
• Occasionally required to stand, walk, reach, stoop, kneel, or lift up to 25 pounds.
• Clear speech and hearing necessary for phone communication.
• Reasonable accommodations may be made for individuals with disabilities to perform essential functions.

Work Environment

• Fast-paced medical office or clinic environment with moderate noise levels.
• Interaction with patients who may be ill, anxious, or upset.
• Standard office hours with potential for overtime during busy periods.
• Potential exposure to infectious diseases, following standard precautions.
• Interaction with staff, vendors, and patients in-person, via phone, and via email.

Why Join Our Team?

• Opportunity to be a key contributor to patient care and clinic operations.
• Supportive, collaborative environment that values continuous learning and professional growth.
• Competitive hourly rate, health benefits, retirement plans, paid time off, and additional perks.