Position Overview
We are a natural medicine clinic looking for a warm, organized, and professional Medical Receptionist to be the first point of contact for our patients. This is a remote, patient-facing role that handles the day-to-day flow of inbound and outbound communications — calls, texts, and emails — as well as data entry and a range of general administrative tasks that keep the clinic running smoothly.
The right candidate brings a calm, caring energy to patient interactions while staying organized and responsive in a multi-channel communication environment. Patients who reach out to our clinic are often seeking something different from conventional care — they deserve a receptionist who meets them with genuine warmth, listens carefully, and represents our practice with professionalism and heart.
Key Responsibilities
Phone Communication — Primary Function
The majority of daily communication happens over the phone, with approximately 20 calls per day.
- Answer inbound patient calls professionally and warmly, handling appointment requests, general inquiries, and patient questions
- Make outbound calls for appointment reminders, follow-ups, scheduling confirmations, and recall outreach
- Manage a steady daily call volume of approximately 20 calls with consistent quality and attentiveness on every interaction
- Triage calls appropriately — routing clinical questions to the provider while handling scheduling and administrative matters directly
- Document call outcomes and any required follow-up actions accurately after each interaction
Text & SMS Communication
- Monitor and respond to patient text messages in a timely and professional manner
- Send appointment reminders, confirmations, and follow-up messages via text as needed
- Maintain a warm, clear, and on-brand tone across all text communications
- Ensure all text-based interactions are documented appropriately in the patient record or communication log
Email Management
- Monitor the clinic inbox and respond to patient emails promptly and professionally
- Draft and send appointment confirmations, intake form instructions, and general clinic communications
- Triage emails by urgency and route clinical or complex inquiries to the appropriate team member
- Maintain an organized inbox with timely responses to all patient and administrative emails
Scheduling & Appointment Management
- Schedule, reschedule, and cancel patient appointments across the clinic calendar
- Confirm upcoming appointments and ensure patients have all necessary preparation information in advance
- Manage waitlists and fill cancellation slots proactively to keep the provider schedule optimized
- Coordinate scheduling across multiple communication channels so nothing is double-booked or missed
Data Entry & Records
- Perform accurate data entry of patient information, appointment details, and communication records into the practice management system
- Maintain organized and up-to-date patient records in compliance with applicable privacy regulations (HIPAA)
- Process new patient intake information and ensure all required fields and documents are collected before the first appointment
- Update patient contact details, insurance information, and other record changes as they occur
Ad Hoc Administrative Support
- Support the clinic with general administrative tasks as they arise — this role requires flexibility and a willingness to pitch in where needed
- Assist with document preparation, filing, and general office organization as directed
- Handle miscellaneous front office tasks that keep daily clinic operations running without interruption
Required Qualifications
- Prior experience in a medical receptionist, patient services, healthcare administrative, or similar patient-facing role
- Comfortable managing a steady daily call volume of approximately 20 calls with professionalism and consistency
- Warm, clear, and professional communication style across phone, text, and email
- Organized and detail-oriented with strong follow-through on all patient interactions and open tasks
- Comfortable with data entry and maintaining accurate records in a practice management or scheduling system
- Reliable and self-directed in a fully remote work environment
- Discreet and professional with patient information in compliance with HIPAA
Preferred Qualifications
- Prior experience in a natural medicine, integrative health, functional medicine, wellness, or holistic care practice
- Genuine interest in natural and holistic health — familiarity with the space helps when speaking with patients about the clinic
- Experience with electronic health record (EHR) or practice management software in a clinical setting
- Background managing multi-channel communications including calls, texts, and emails simultaneously
- Experience with appointment scheduling and calendar management for a medical provider
Requirements
This is a 100% Remote Work
Up to $6/hr
