Medical Receptionist / Surgery Scheduler - Full Time

Warren, OH

Responsible for greeting patients, providing information, communicating with departments, scheduling patients for procedures and surgeries and advises patients of surgical and financial preoperative requirements. Coordinates and schedules appointments for surgeries and procedures at the clinic, ambulatory surgery center or hospital. Conveys a positive image of the medical office.


  • Greets patients in polite, prompt, helpful manner.
  • Coordinate and schedule surgeries or procedures and follow-up appointments as designated by physicians according to established policies and procedures.
  • Repetitively distribute forms for patient completion via clipboard or electric devices.
  • Coordinate processes and timing as required to meet physician and facility requirements.
  • Coordinate arrangements for surgical assistants, special equipment, and surgical materials.
  • Update and maintain correct patient data, insurance information, collects co-pays or outstanding balances owed NOMS and ensure all registration forms are complete.
  • Answers phones in a pleasant manner and deals with customer needs expeditiously. Screens calls, takes messages, and provide information.
  • Obtain authorization for surgery from patient’s insurance company and obtain accurate information from patients.
  • Scan documents in a copy machine or desktop scanner, identify documents, Process the fax folder and file in appropriate folders/charts.
  • File records in appropriate sections of patient’s electronic or paper charts and keep patient charts in proper order.
  • Provide information to patients regarding unpaid balances prior to procedure or surgery.
  • Review financial and clinical paperwork to assure completion before the scheduled procedure or surgery date.


  • Comply with all HIPAA and OSHA regulations and policies.
  • Completes necessary paperwork such as encounter forms.
  • Uses a computer system to generate information necessary for billing.
  • Maintains a clean, orderly waiting area including beverage area and reading materials.
  • Schedule testing/procedures and patient appointments with other physicians whom they may be referred to as directed.
  • Books, coordinates and reschedules patient appointments. Relays necessary messages to staff.
  • Maintains and updates current information on physician’s schedules ensuring that patients are scheduled properly, and appointments are confirmed.
  • Oversees waiting area, coordinate patient movement and reports problems or irregularities.
  • Attends meetings as required.
  • Assists in care and maintenance of office equipment/
  • Other duties as assigned.


  • Knowledge of reception tasks, clinic policies/procedures, paperwork.
  • Knowledge of how to use office equipment including phone and computer.
  • Knowledge of customer service concepts and techniques.
  • Knowledge of business office procedures.
  • Knowledge of medical terminology and insurance practices.
  • Knowledge of CPT and ICD-10 coding.
  • Ability to type 45 words per minute using word-processing software. Able to learn/use other computer programs including Microsoft Excel, Email, Internet, and Microsoft PowerPoint.
  • Skills in using office equipment satisfactorily and handling paperwork/filing adequately.
  • Skills in customer service principles by creating a pleasant waiting room atmosphere.
  • Skills in answering the telephone and using a multi-line telephone system in a pleasant and helpful manner.
  • Ability to communicate clearly in person and maintain cooperative relationships with patients, families, physicians, staff, and other parties.
  • Ability to organize, prioritizes tasks, and multitasks effectively.
  • Ability to read, understand and follow oral written instructions.
  • Ability to sort and file materials correctly by alphabetic or numeric systems.


  • High school graduation or GED.
  • Minimum of two years of administrative assistant or surgery scheduling experience in a medical office, including experience with insurance preauthorization and patient collections.


  • Office setting, well-ventilated and well lighted. Work involves frequent telephone contact with patients. Work may be stressful at times. Interaction with others is constant and interRuptive. Contact involves dealing with sick people.


  • Sitting for extended periods of time along with some stooping and bending.
  • Requires sitting to standing throughout the day as required.
  • Requires eye-hand coordination and finger dexterity.
  • Must be able to view computer screens for long periods of time.
  • Occasional stress related to workload and patients with problems.