Careers

Position: Receptionist

About Palmetto Pediatrics

Palmetto Pediatrics is a leading pediatric clinic dedicated to providing exceptional care to children and their families. Our team of experienced pediatricians and healthcare professionals is committed to ensuring the health and well-being of our young patients.

Position Overview

The Receptionist and Lead Receptionist positions serve as the first point of contact for our patients and their families. This role is pivotal in ensuring that our clinic operates smoothly and that every visitor receives a warm and professional welcome and experience. The Receptionist will be responsible for managing front desk activities, including greeting patients, scheduling appointments, handling phone calls, and maintaining patient records. The Receptionist position reports directly to the Clinic Administrator.

Key Responsibilities

  • Greet patient/parent(s)/caregiver(s) with eye contact and a smile.
  • Answers incoming telephone calls timely, listens to voicemail messages and returns calls prior to phones coming off service at 5pm each weekday (12pm weekends at downtown clinic locations).
    • Monitors voicemail daily and return calls within 30 minutes to ensure all calls are returned the same day.
    • Answers all calls with a kind voice and helpful attitude.
    • Transfer phone calls to the Nurse station only when a patient/parent is wanting to discuss vaccinations, medications, laboratory results or the patient’s medical record.
    • Transfer phone calls to CBO collection representatives only when a patient/parent has a question about a bill they have received. The receptionist is responsible for taking payments from the patients and promoting the patient portal for online payments.
  • Handles all inquiries, scheduling, patient flow, and conducts research by using a patient’s date of birth, phone number, or name to help avoid duplication of charts.
  • Schedule appointments following the physician’s preference and insurance requirements between well visits.
  • Schedules patients with their PCP (Primary Care Physician) or physician of their choice.
  • Schedule appointments following the physician’s requirements/preferences and insurance requirements in reference to time between well visits.
  • Schedules patients with their PCP (Primary Care Physician) or physician of their choice.
    • Always offers the next available appointment. Adheres to office preferences when scheduling with other physicians.
    • Always offers the next available appointment.
    • Adheres to office preferences when scheduling with other physicians.
  • Monitors the physician’s schedules for accuracy in scheduling preferences, overbooking, and resolve any issues as needed. Schedules from morning to afternoon unless a patient makes specific requests.
  • Assures that documentation for hospital follow-ups and newborns has been scanned in EHR before the appointment, if not request records from the hospital or use find clinical documents in EHR to help pull documents.
  • Monitors that medical records have been received/scanned for new patients prior to their appointment.

Complete all Patient Medical Record Requests

  • Maintain and update patient medical records in compliance with federal and state regulations.
  • Ensure that all patient information is accurately documented and filed in a timely manner.
  • Organize and manage patient data, including histories, diagnoses, treatments, and test results.
  • Review records for completeness, accuracy, and compliance with regulations.
  • Input patient information into electronic medical record systems.
  • Retrieve patient records for healthcare providers, ensuring that the information is current and complete.
  • Ensure the integrity and confidentiality of medical records during data entry and retrieval processes.
  • Perform regular audits of medical records to ensure accuracy and completeness.
  • Identify and correct discrepancies and inconsistencies in patient records.
  • Implement and follow procedures for record retention and destruction according to legal and organizational policies.
  • Work closely with healthcare providers, administrative staff, and patients to obtain and clarify information.
  • Communicate effectively with medical staff to ensure proper documentation and record-keeping practices.
  • Provide training and support to staff on medical records procedures and compliance.
  • Ensure that all medical records are maintained in accordance with HIPAA regulations and other relevant laws.
  • Maintain patient confidentiality and protect sensitive information.
  • Stay informed about changes in healthcare regulations and best practices for medical record management.
  • Enter NB paperwork from the nursery physician the same day or first thing the following morning if received at the office level.
  • Check-In Patients
  • Conduct insurance verification on all patients
  • Respond timely to requests from the CBO collections team, PedsOne representatives and the SCPA Clerical Educator
  • Collect co-pay and deductibles on all patients at the time of visit
  • Attempt to obtain a Credit Card on File for all patients

Referrals

  • It is the responsibility of the Receptionist to coordinate with various departments to ensure referrals are handled efficiently and effectively, maintaining strong relationships with referring parties, and optimizing the referral system to drive growth and success
    • Monitor patient progress and follow up on referral outcomes to guarantee continuity of care.
    • Maintain accurate records of all referrals, including documentation and reporting, using our EHR system.
    • Work closely with healthcare providers, specialists, and administrative staff to streamline the referral process and improve patient care.
  • Other duties as assigned
In addition to the above responsibilities, the Lead Receptionist will:
  • Order and manage clerical office supply inventory
  • Professionally address and resolve patient complaints
  • Manage the front desk staff schedule and coordinate coverage
  • Assist in the recruitment, onboarding, training, and evaluation of front desk team members
  • Ensure timely and accurate processing of medical records and insurance claims
  • Review management reports and support operational improvements
  • Collaborate with the Clinic Administrator to address clerical concerns and maintain a positive environment

Qualifications

  • Receptionist and Lead Receptionist incumbents must possess at least a Highschool diploma or equivalent.
  • Bilingual a plus
  • The Lead Receptionist must have experience with both Receptionist and Referral Specialist responsibilities and be employed by SCPA for at least 1 year

Why Join Us?

Palmetto Pediatrics offers a dynamic and supportive work environment where you can make a significant impact on the lives of our patients and their families. We provide competitive compensation, comprehensive benefits, and opportunities for professional development and growth.

Equal Opportunity Employer

Palmetto Pediatrics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law.

Join us in our mission to provide exceptional pediatric care. We look forward to welcoming a dedicated and passionate Receptionist to our team.

Online Job Application

Complete the online application below.