If you have ever been to a hospital, doctor's office, or surgical center, you have probably talked to a medical receptionist.
A medical receptionist is the first person you see and talk to when you enter most healthcare facilities. Medical receptionists help patients schedule appointments, figure out billing and insurance, and relay messages and questions to the doctor.
Medical receptionists get to work with patients and help people while focusing on organizational and administrative tasks. They often go on to careers in leadership or office management.
To become a medical receptionist, you will have to have at least a high school diploma. In addition, you may want to consider becoming certified as a medical administrative assistant and getting familiar with medical terminology.
This guide will go over what medical receptionists are, what their responsibilities are, average salaries, requirements, and more.
What is a Medical Receptionist & What Do They Do?
While medical receptionists can work in a variety of locations, their job descriptions are often very similar.
Most medical receptionists—also called medical administrative assistants, medical secretaries, medical office assistants, medical office administrators, and medical office specialists—handle administrative duties like answering phone calls, scheduling appointments, submitting insurance claims, and organizing supplies.
Responsibilities of medical receptionists include:
- Greet and assist patients. Patients are often anxious and impatient when they arrive at the doctor’s office. Medical assistants can help a great deal by being welcoming and kind to each person they interact with within the office. Using therapeutic communication can help.
- Prioritizing phone calls. A medical receptionist should have a good idea of which phone calls need to be addressed immediately and which ones can wait. Depending on the location, patients may call the office with an urgent question or even an emergent concern. These calls should be directed to the physician immediately, while questions about rescheduling appointments or getting billing quotes can be answered at a later time.
- Keeping accurate records. Medical receptionists must keep accurate records about patient data, procedures, supplies used, and physicians involved in the patient’s care. Mistakes in medical records can have devastating impacts on the health and safety of the patient.
- Understand medical terminology. Medical receptionists will spend their days speaking to doctors, nurses, pharmacists, medical device representatives, and insurance companies. They must have a solid understanding of medical terminology in order to communicate effectively with their teams.
- Inventory and reorder supplies. In addition to keeping office supplies like notepads and pens stocked, medical receptionists often have to double-check the supply of medical devices such as sutures, bandages, sample cups, and more.
- Keep the office on schedule. Medical receptionists must do their best to keep appointments running on schedule and remind patients of their appointments. They will often be responsible for sending out reminder messages to patients and checking in on physicians when an appointment or procedure is running late.
- Handle billing and payments. Dealing with billing and payment for medical care can be tricky. Medical receptionists should also understand the resources and payment plans that are available to families in need of financial assistance.
Where Do Medical Receptionists Work?
According to the BLS, the most common place medical receptionists work is in the offices of physicians. The next most common location is general medical and surgical hospitals, followed by dentist offices.
Some other places medical receptionists can work include chiropractic offices, behavioral health centers, and surgical centers.
Medical Receptionist Salaries & Job Outlook
Medical receptionists earn $43,380 per year or $20.85 per hour, on average. New employees without any experience make $31,900 per year or $15.34 per hour, and those with experience and certifications can earn up to $58,340 per year or $28.05 per hour.
Salaries vary based on the type of office you work in, years of experience, certifications, and job location. Medical receptionists in Washington, California, and New York earn more than those working in states like Montana, South Carolina, and Utah.
How to Become a Medical Receptionist: Requirements & Steps
If becoming a medical receptionist is something that interests you, there are a few steps you will need to take to get there:
- Obtain your high school diploma or GED. All medical receptionists must have either a high school diploma or a GED. If you need to test for a GED, most people are able to study and complete their exam in just a few weeks.
- Decide if you want to get certified. Getting a certification like the CMAA from the NHA can help you stand out among job applicants and possibly get a higher starting salary. While it does take a few extra months, it is usually worth the time and financial investment.
- Choose a training program. There are many types of training programs for medical receptionists. You may choose to complete your training through a community college or an online program. Make sure to select a program that has a high graduation rate and certification exam pass rate. Here at Stepful, we have a 3-Month Online Medical Administrative Assistant Program that prepares you to take the certification exam and work as a medical receptionist.
- Complete all coursework. Most medical receptionist programs can be completed in a few months. The curriculum usually includes classes in medical terminology, healthcare ethics, customer service, and basic computer science.
- Register for your test. To register for your certification exam, you will have to submit proof that you have completed a training program or have met the minimum requirements of supervised medical administrative assistant work. All certification exams must be taken at a testing center or with an online proctor.
- Pass your certification exam. The CMAA exam includes 110 scored, multiple-choice questions, and students have 2 hours and 15 minutes to complete their test. Candidates must achieve a scaled score of 390/500 (78%) or higher to pass the CMAA exam.
- Apply for jobs. Earning your certification will make you a competitive job applicant. Some certification programs can help you build a resume and fill out applications. You can also use websites like indeed.com or monster.com to look for job openings in your area.
- Maintain your certification. After you begin your career as a medical receptionist, make sure you stay up to date on your continuing education and renew your certification every two years.
Skills Required to be a Successful Medical Receptionist
Besides getting certified, there are a few things you should focus on learning or improving in order to become the best medical receptionist you can be, including:
- Empathy. Medical receptionists often interact with patients who are stressed, scared, or sick. People may be short-tempered or highly emotional when they first enter the office or hospital. Medical receptionists can help patients feel safe by responding with patience and empathy.
- Organized. One of the most important jobs of the medical receptionist is to keep things organized. Office and medical supplies should all have a specific place, patient paperwork must be kept in order, and schedules must be maintained. Without good organizational skills, the entire organization can fall into chaos.
- Computer knowledge. Medical receptionists need to have a working knowledge of programs like Excel sheets and electronic medical record management. Most healthcare organizations have their own systems for keeping medical records confidential and organized, and the medical receptionist will have to become an expert in navigating electronic charting.
- Great communication. Having great communication skills is essential for all medical receptionists. Written, over-the-phone, and in-person communication should be clear, concise, and professional at all times.
- Detail oriented. Identifying errors in paperwork, missing supplies, and changes in patient condition all require the medical receptionist to pay close attention to small details.
- Adaptable. Most healthcare jobs require employees to be adaptable and able to handle some stressful situations. If an emergency comes up or an appointment runs long, the medical receptionist has to respond quickly and appropriately to help the patients and providers.
- Great work-ethic. In most healthcare facilities and hospitals, there is always work to be done. Medical receptionists have to have a good work ethic and be self-motivated to solve problems without being constantly told what to do.
- Team player. Medical receptionists are often the middle person who helps all teams communicate with each other. They have to be a team player and help the physicians, patients, nurses, and insurance companies come together to achieve good outcomes.
