Senior Receptionist/Patient Scheduler, Rowan-Virtua Family Medicine (Stratford, NJ)

Summary:

Under general supervision, performs receptionist and telephone answering duties, schedules clinical appointments, and manages patient registration. Ensures accurate record-keeping and provides general office support. Facilitates patient visits with a strong focus on customer service, delivering patient- and family-centered care by prioritizing their needs in every interaction.

ESSENTIAL DUTIES AND RESPONSIBLITIES include the following:

• Patient Interaction & Scheduling: Greets patients and visitors promptly and courteously, ensuring a welcoming environment. Manages appointment scheduling, confirmations, and cancellations according to department protocols.
• Patient Registration & Documentation: Accurately registers patients, verifying and updating personal and insurance information in the electronic health record (EHR) system. Assists with managing Epic work queues as directed.
• Communication & Coordination: Answers phone calls professionally, takes detailed messages, and directs inquiries to the appropriate party. Communicates with hospitals, physician offices, and other healthcare providers regarding patient-related information while maintaining confidentiality.
• Record Management: Ensures timely scanning, retrieval, and organization of medical records, lab slips, and imaging reports to support clinical operations.
• Customer Service: Provides accurate information, including directions, pre-visit instructions, and insurance requirements, while maintaining a patient-centered approach.
• Administrative Support: Reviews and resolves errors in EPIC work queues before appointments. Processes daily deposits and performs other assigned administrative tasks to support office operations.
• Compliance & Professionalism: Maintains adherence to HIPAA and confidentiality regulations while fostering positive patient interactions and professional relationships.
• Other duties
  • Always treat others with compassion, dignity, and respect.
  • Maintains a customer-focused approach to all responsibilities.
  • Attends all mandatory in-service and training as directed.
  • Maintains competence in all applicable office computer systems.
  • Supports and adheres to the University policies regarding HIPAA and confidentiality.
  • Assists with the orientation and training of new employees as requested.
  • Performs other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent.
• Minimum of one (1) year of clerical experience in a medical office or clinical setting, including receptionist and scheduling duties.
• Knowledge of medical terminology and procedures.
• Proficiency in using electronic health records (EHR) systems.
• Excellent communication and interpersonal skills.
• Ability to multitask and work efficiently in a fast-paced environment.
• Compassionate and patient-focused attitude.
• Team player with a positive and cooperative attitude.

Physical Requirements:

• Sitting for Extended Periods: Ability to remain seated for long durations while working on a computer or answering phones.
• Visual & Auditory Requirements: Must have the ability to read computer screens, documents, and forms, as well as hear and communicate clearly over the phone and in person.

Working Conditions:

• Work is performed in a clinical environment.
• May require evening, weekend, or holiday shifts depending on the clinic's hours of operation.
• May require occasional travel to another office within the department due to operational needs. Travel time will be compensated, and mileage reimbursed per company policy.

Salary Info:

In compliance with The State of New Jersey's Pay Transparency Act, the starting rate for each level is equivalent to the probationary rate listed below based on the collective bargaining unit guidelines. After completion of a six-month probationary period, the employee's pay can increase to the mid-range or “Job Rate” for th