Fixed Term Medical Receptionist

As a physician-founded and led organization, ensuring everyone has access to quality healthcare is what inspires us. The magic we’ve created lies in Carbon Health’s custom EHR and the collaboration among clinical teams, engineers, and designers who work side-by-side to deliver innovation like our hands free AI charting tool. That’s why we hire people who genuinely care about patients, solving healthcare challenges, and making a positive impact every day. Join us and help change the future of healthcare for the better.

About The Role

As a Fixed Term Medical Receptionist within our Support Staff department, you will serve as the first point of contact for patients, visitors, and healthcare providers in a busy clinical environment. In this hourly, full-time, fixed-term position, you will manage front-desk operations, coordinate patient appointments, handle incoming communications, and maintain accurate records to support the smooth and efficient delivery of care. You will work closely with clinicians, nurses, and administrative colleagues to ensure a professional, welcoming, and patient-centered experience for everyone who interacts with the practice.

What You'll Do

• Greet patients and visitors in a professional, courteous manner and provide clear directions and information as needed
• Answer, screen, and route phone calls and electronic inquiries, ensuring timely and accurate communication with patients and clinical staff
• Schedule, reschedule, and confirm patient appointments, following clinic protocols, provider availability, and priority guidelines
• Register new patients, verify existing patient information, and ensure accuracy of demographic, insurance, and contact details in the practice management system
• Collect co-pays, fees, and other payments at check-in and check-out, issue receipts, and follow established cash-handling procedures
• Prepare, maintain, and update patient charts and records, ensuring confidentiality and compliance with privacy regulations and clinic policies
• Coordinate patient flow in the waiting area, monitor wait times, and communicate delays or changes to patients and providers
• Assist patients with completing forms, consents, and other documentation, providing guidance and clarification as appropriate
• Liaise with clinical staff to ensure accurate transmission of messages, test results notifications, and follow-up instructions to patients
• Support referral and authorization processes by gathering required information and assisting with documentation as directed
• Use electronic health record (EHR) and scheduling systems to document interactions, update records, and track appointments and follow-ups
• Assist in maintaining a clean, organized, and welcoming reception and waiting area, including patient information displays and materials
• Follow all infection control, safety, and confidentiality procedures in alignment with clinic standards and regulatory requirements
• Participate in training, meetings, and updates related to front-office procedures, systems changes, and quality improvement initiatives
• Provide reliable coverage and support during the fixed-term period, adapting to schedule needs and workflow changes as required

Qualifications

• Minimum of 2 years of experience in a receptionist, administrative, or customer service role; prior experience in a medical or healthcare setting strongly preferred
• High school diploma or equivalent; additional training or coursework in healthcare administration or medical office procedures is an asset
• Proficiency in English with clear verbal and written communication skills, including professional phone and email etiquette
• Demonstrated ability to use computers and office technology, including scheduling software, electronic health records (EHR) or practice management systems, email, and basic office applications
• Strong organizational skills with the ability to manage multiple tasks, prioritize workload, and maintain attention to detail in a fast-paced environment
• Proven customer service skills with a patient-centered approach, including empathy, patience, and the ability to remain calm and professional under pressure
• Basic understanding of medical terminology, insurance concepts, and appointment types, or willingness to learn quickly
• Ability to handle confidential and sensitive information with discretion and in compliance with privacy regulations and clinic policies
• Reliable, punctual, and able to commit to an hourly, full-time, fixed term schedule for the duration of the assignment
• Ability to work collaboratively as part of a multidisciplinary support and clinical team, as well as independently with minimal supervision
• Strong problem-solving skills and sound judgment when addressing patient concerns, scheduling conflicts, or unexpected issues at the front desk