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Receptionist & Patient Appointment Scheduler for Medical Facility

Receptionist & Patient Appointment Scheduler for Medical Facility

Job Description

Heritage Medical Associates is currently recruiting Front Office Coordinator's (Scheduler / Receptionist) position supporting locations in Downtown Nashville. This is an excellent opportunity for long term success with an established, stable and successful practice. 


Heritage Medical Associates was founded in 1991, when three independent groups of internists came together to form an organization that would be ideally suited to continue to offer quality patient care in the ever-changing health care setting.  From the original practices, we have grown to be the largest independently-owned multi-specialty group in Middle Tennessee, with over 100 physicians and other providers practicing more than a dozen specialties.  In addition to the physician practices, we offer a full range of laboratory and diagnostic services, including advance imaging such as mammography, CT and MRI.


We are seeking focused, dependable, committed candidates with exceptional customer service, multi-tasking and phone etiquette skills who truly enjoy working with and interacting with patient’s - striving to meet patient’s needs.

Our ideal candidate would possess: 

  • A minimum of 1 year Medical Reception / Medical Scheduling Office experience.
  • An Energetic upbeat positive disposition
  • Ability to take ownership of position and make it their own
  • Able to multi-task and seamlessly field task changes easily
  • Capable of balancing an extremely busy multi-line phone system with daily face-to-face patient interaction



The Front Office Coordinator II (FOC II) (Scheduler / Receptionist) is responsible for all aspects of the front desk.  The FOC II must effectively and professionally manage patient flow from arrival to departure; perform various clerical duties; interacts with other clinic personnel, patients and visitors, and fellow employees to ensure good internal and public relations.  They also handle incoming calls, checks in and checks out patients according to established protocol for that office and schedules/reschedules patient appointments as necessary.


  • Greet and welcome patients to clinic and exceed their expectations.
  • Collect, obtain data, have all forms signed and processed appropriately.
  • Enter / update patient data.
  • Collect and post patient payments for financial processing
  • Maintain a good work flow to ensure patient efficiency.
  • Schedule appointments for new and return patient visits.
  • Have a good knowledge and understanding of insurance plans private and Government MCO's, anticipate clinic needs and prepare accordingly.
  • Ability to multi-task and confidently handle a fast paced medical office work environment.
  • Exceptional customer service skills with the ability to establish strong rapport with patients, co-workers, providers and supervisors. Able to effectively and professionally communicate needs with patients and co-workers.
  • 2 Years' Previous Reception experience in a Medical Office / clinic required (3+ years preferred). Pediatrician office experience very helpful.
  • Enjoy building long-term relationships with children, adults and families
  • Exceptional attention to detail and documentation, organization and telephone skills - able to handle high call volume.
  • Must be dependable, have a strong work ethic and be a team player – able to get along with a mix of personalities and have exceptional communication skills.
  • Strong computer skills necessary, experience with Patient Scheduling programs and Electronic Medical Records (EMR).


Job Requirements





  • (FOC- 2) Previous Medical Reception / Patient Appointment Scheduling experience (3 or more years preferred) or training in office procedures in a medical environment required. Prefer 3-5 years' medical office experience or training in office procedures. (To include heavy receptionist experience answering a multi-line phone system and taking timely, accurate messages, and delivering as appropriate and patient appointment scheduling)  
  • Experience scheduling patient appointments with specific experience using electronic patient management (PM) scheduling systems and experience using electronic medical/health records to include data entry with speed and accuracy.
  • Working knowledge of health insurance. Good understanding of different insurance plans/MCO's, must possess basic fundamentals of government managed care, commercial and 3rd party Insurance
  • Experience collecting and posting patient payments for financial processing    







  • High School or Equivalent






  • Good understanding of different insurance plans/MCO's, must possess basic fundamentals of government managed care, commercial and 3rd party Insurance
  • Enjoy working with and interacting with patients and strive to meet patient’s needs                      
  • Ability to multi-task in fast paced environment. Problem resolution skills a must. Ability to handle challenging or frustrated patients with professionalism and compassion.
  • Excellent customer service, organizational and telephone etiquette skills
  • Able to maintain an atmosphere that supports customer service & patient satisfaction.
  • Works cooperatively with others.
  • Prioritizes work responsibilities & completes assignments in a timely fashion
  • Maintains work area in a neat and orderly fashion.
  • Ability to work effectively with all levels of management and other colleagues, demonstrating initiative, mature judgment and customer service orientation, possessing a high degree of professionalism and adaptability
  • Ability to work productively and effectively in a fast paced environment as well as possess the flexibility to manage a fluctuating flow i.e. busy one day / not the next
  • Strong computer skills, proficient in the use of end-user computer applications regarding productivity (MS Word, Outlook), Windows file management, database, electronic health/medical records and patient scheduling/billing and other medical information systems
  • Alpha Numeric Data Entry with speed and accuracy         
  • Attention to detail, accurate data input. Skill in maintaining records.  Has a good understanding of insurance and ability to follow and maintain fluctuating changes.
  • Ideal candidate would have good initiative and be able to anticipate clinic needs.
  • Able to maintain an atmosphere that supports customer service and patient satisfaction.
  • Assumes responsibility for continually increasing knowledge and skills pertinent to the position.
  • Must be dependable, energetic, have a strong work ethic and be a team player.
  • Excellent attention to detail
  • Follows all attendance policies and exhibits regular attendance. 
  • Professional and supportive attitude to patients, co-workers and all customers of the organization
  • Able to follow all attendance policies & exhibits regular attendance.


  • Downtown Nashville Typical shifts range from 7:30 AM - 5:00 PM Monday - Friday (some locations with a 1/2 day)




Job Snapshot

Other Pay Benefits--Medical, Dental, Vision, Flex Spending, plus...
Employment Type Full-Time
Job Type Health Care, Admin - Clerical
Education Not Specified
Experience At least 1 year(s)
Manages Others No
Industry Healthcare - Health Services
Required Travel Not Specified
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Receptionist & Patient Appointment Scheduler for Medical Facility

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