Job Description

Experienced Medical Front Office Receptionist

A busy, patient-focused medical practice in Walnut Creek is seeking an experienced, highly capable Front Office Coordinator to support a fast-paced clinical environment where excellent patient care, professionalism, and efficiency are non-negotiable.

This role is ideal for someone who thrives under pressure, has prior medical front office experience, and takes pride in keeping an office running smoothly while delivering a warm, reassuring experience to every patient. The physician leads with passion and purpose and is seeking a team member who shares the same commitment to patient care, accountability, and excellence.

This is not an entry-level position. The ideal candidate will be comfortable managing multiple responsibilities simultaneously, anticipating needs, and problem-solving independently in a high-volume setting.

Key Responsibilities

• Greet patients warmly and professionally, ensuring a positive first impression
• Manage high-volume, multi-line phone calls with confidence, efficiency, and discretion
• Triage calls appropriately, transfer when needed, and ensure timely message delivery
• Register patients accurately and efficiently in Epic
• Monitor and manage Epic In Basket messages throughout the day
• Schedule appointments and procedures while prioritizing same-day patient needs
• Verify insurance eligibility and obtain prior authorizations
• Collect copays and payments accurately; maintain and reconcile cash drawer
• Safeguard patient privacy and maintain strict confidentiality at all times
• Assist patients with forms and documentation
• Communicate clearly and professionally with physicians, staff, and outside offices
• Obtain outside medical records, referrals, and test results
• Maintain an organized, clean, and welcoming front office and waiting area
• Order and manage office supplies as needed
• Support back office functions when necessary (e.g., rooming patients, taking vitals)
• Sort and manage incoming/outgoing mail
• Learn new workflows and responsibilities quickly to support evolving practice needs
• Perform other duties as assigned to support high-quality patient care

Qualifications & Experience

• 23+ years of medical front office experience (required)
• Strong understanding of medical insurance, registration, and authorization processes
• Epic EMR experience strongly preferred
• Excellent multitasking, organizational, and time-management skills
• Ability to remain calm, professional, and focused in a high-stress environment
• Strong work ethic, reliability, and attention to detail
• Warm, compassionate communication style with patients and staff
• Proficiency in Microsoft Office
• High School Diploma or equivalent

Benefits

• Medical, Dental, Vision
• Life, AD&D, LTD
• Aflac Insurance
• Nationwide Pet Insurance
• FSA & HSA
• 401(k) retirement plan with profit sharing
• Paid vacation, sick leave, and holidays

Qualified candidates only. Please submit a resume and cover letter for consideration.

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