The Department of Medicine at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking an outstanding Medical Receptionist to join the team.

This position greets incoming patients/visitors, answers incoming telephone calls, retrieves messages from office voicemail, retrieves/sends office documents via fax machine, scans patients’ data into the electronic health record (EHR), performs appointment check in/out procedures, verifies patients’ insurance and referrals requirements, and schedules office and specialty appointments. Maintains patients’ confidentiality at all times.

• Welcome patients and visitors professionally to establish a positive environment.

• Verify patient identity, contact details, and insurance coverage at check-in. Collect copayments, deductibles, and past-due balances at check-in.

• Communicate wait times and clinic delays clearly to arriving patients.

• Notify clinical staff immediately upon patient arrival to maximize efficiency.

• Register new patients into the system with high data accuracy. Scan and index external medical records into proper electronic charts.

• Protect patient privacy by strictly adhering to HIPAA regulations.

• Audit intake paperwork to ensure all required signatures are captured.

• Maintain digital archives in compliance with medical record retention policies.

• Collect copayments, deductibles, and past-due balances at check-in.
• Process payments securely via cash, check, or credit card terminals.
• Issue accurate receipts and log financial transactions into billing software.
• Reconcile the cash drawer and prepare daily deposits at shift end.

• Schedule appointments accurately within the Electronic Health Record (EHR) system.

• Minimize schedule gaps by proactively filling cancellations from waitlists.

• Conduct appointment confirmations via phone, email, or automated systems.

• This position requires the incumbent to assist patients for the DOM within all of the following divisions of: Rheumatology, Infectious Diseases, Primary Care, and Sickle cell.
• The position also requires the incumbent to address the needs of walk in patients for the Ryan White population for bus tickets, case management assistance and lab order requests.

Minimum Qualifications and Skills:

Preferred Qualifications:

• Prior experience working in a medical office setting highly desired but not required.