What are the responsibilities and job description for the Receptionist position at Heartland Dermatology Center?
We’re Hiring: Part-Time Receptionist
Department: Front Desk
Reports to: Receptionist Lead / Front Office Manager
If you love helping people, staying organized, and being the friendly face that sets the tone for an entire patient experience—this role is for you! Our Receptionists are the heartbeat of our practice, creating a warm, professional, and efficient experience from check-in to check-out.
What You’ll Do
As a Receptionist, you’ll be the first impression for our patients and a key support for our clinical and administrative teams.
Patient Experience & Front Desk Flow
Greet patients and visitors with warmth, professionalism, and a smile
Determine visit needs and direct patients to the appropriate team member or department
Keep the waiting room welcoming, clean, and well-stocked with patient materials
Scheduling & EMR Management
Schedule, reschedule, and manage appointments using EMA Patient Management
Work the waitlist to keep schedules full and running smoothly
Enter new patient information and update records accurately
Send and manage new patient paperwork
Document cancellations, no-shows (DNKA), and reschedules
Patient Communication
Answer phones and route calls or clinical questions appropriately
Monitor emails, portals, fax machines, and the Relatient Portal throughout the day
Make outbound calls as needed (appointments, collections, reminders, etc.)
Insurance, Payments & Financial Tasks
Collect co-pays, ROAs, and payments
Balance the cash drawer daily and prepare deposits
Scan IDs and insurance cards; update insurance information
Request insurance authorizations and referrals when needed
Administrative & Office Support
Scan and upload documents into patient charts
Print daily provider and nursing schedules
Maintain forms, supplies, folders, and front desk organization
Assist with mail, packages, and occasional bank runs
Travel to satellite clinics when required
Team Support
Assist other departments as needed
Train new employees when requested
Provide translation services if applicable
Jump in wherever help is needed—because teamwork matters here
PHI & Confidentiality
Protecting patient privacy is essential. Receptionists will have access to demographic, medical, and limited financial information and must maintain strict confidentiality at all times. A Confidentiality Agreement is required prior to access.
Why This Role Matters
You’re not just answering phones—you’re shaping the patient experience, supporting providers, and keeping the practice running smoothly. If you’re organized, friendly, adaptable, and thrive in a fast-paced environment, we’d love to meet you!