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Join the Vanguard Medical Group Team in Farmingdale, NJ - Medical Receptionist

About Us: Vanguard Medical Group is an independent primary care group practice with 11 offices in Northern and Central New Jersey. Our commitment to providing evidence-based healthcare is driven by our dedication to achieving quality outcomes that improve the health and safety of our patients and the populations we manage. We also prioritize the well-being of our team, ensuring they have a positive work-life balance, are engaged at VMG, and experience fulfillment at work.

Position Overview:

The Medical Receptionist plays a critical role as the first point of contact for patients, serving as the face and voice of Vanguard Medical Group. This position is responsible for delivering a welcoming, efficient, and patient-centered experience at every encounter—whether in person, by phone, or electronically. The Medical Receptionist manages the scheduling and flow of appointments, ensures accurate demographic and insurance information is collected and entered, and facilitates timely communications between patients and providers. This role supports both administrative and basic clinical coordination duties, contributing directly to patient satisfaction and operational success.

Hours: Full-Time

Key Responsibilities:

Patient Experience & Front Desk Operations

• Greet all patients, families, and visitors in a warm, courteous, and professional manner upon arrival or contact via phone.
• Serve as a liaison between patients, clinical staff, and providers to ensure clear communication and outstanding service.
• Maintain a clean, organized, and welcoming reception area throughout the day.
• Provide patients with information regarding practice policies, procedures, and wait times.
• Demonstrate sensitivity and empathy when responding to patient inquiries or concerns.

Scheduling & Appointment Management

• Schedule new and follow-up appointments accurately and in alignment with provider availability and scheduling protocols.
• Monitor appointment status and notify appropriate clinical staff of patient arrival or schedule changes.
• Proactively manage same-day openings, cancellations, and waitlists to optimize appointment access.
• Clearly communicate visit expectations and any pre-visit requirements to patients (e.g., fasting, forms, lab orders).

Check-In & Insurance Processing

• Perform accurate patient check-in, including verification of identity, demographic details, and insurance coverage.
• Scan and upload current insurance cards and photo identification into the electronic medical record (EMR).
• Validate insurance eligibility in real time and alert clinical or billing teams of discrepancies as needed.
• Collect co-pays and any outstanding balances at time of service; provide receipts and update payment records.

Administrative & Clerical Support

• Answer phones promptly and route calls to the appropriate team member or department.
• Monitor office email and MS Teams and ensure timely response to messages.
• Obtain prior authorizations or pre-certifications as required for procedures, imaging, or medications.
• Ensure timely and accurate documentation in the EMR, maintaining compliance with privacy and HIPAA regulations.
• Assist with filing, faxing, scanning, mailing, and other front office duties as needed.

Compliance, Inventory, and Office Readiness

• Log off and secure workstations when unattended to protect patient information.
• Monitor office supplies and proactively restock materials to ensure smooth daily operations.
• Report maintenance or safety issues promptly to the Practice Supervisor.

Qualifications:

• High school diploma or equivalent required; associate degree or medical office certification preferred.
• Minimum of 1 year of experience in a medical office or front desk/reception setting, preferably in a family practice or primary care environment.
• Proficiency in electronic medical records (Athena experience a plus).
• Outstanding verbal and written communication skills.
• Excellent customer service and interpersonal abilities.
• Ability to multitask in a fast-paced, team-oriented setting.
• Working knowledge of health insurance plans, co-pay collections, and HIPAA standards.

Core Competencies:

• Compassion: Demonstrates empathy and genuine care in every interaction.
• Attitude: Brings a positive, proactive, and solution-oriented mindset to work.
• Respect: Treats all patients and team members with professionalism and dignity.
• Excellence: Strives for accuracy, timeliness, and continuous improvement in all tasks.

Physical Requirements:

• Must be able to sit, stand, and walk for extended periods.
• May require light lifting (up to 20 lbs.) for supplies or office materials.
• Must have visual and auditory acuity to operate computer systems and phones.

Compensation and Benefits:

The anticipated base hourly rate for this position ranges from $19.00 to $24.00 per hour, depending on the role and experience level. Additionally, this position may be eligible for a discretionary annual bonus and other company-sponsored benefits.

Benefits include:

• 401(k) retirement savings plan with company match
• Comprehensive health insurance (medical, prescription drug, dental, and vision)
• Paid time off, including vacation/personal days, holidays, and sick time
• Opportunities for ongoing training, certification, and professional development

Please note that individual total compensation will be determined at the Company’s sole discretion and may vary based on several factors, including but not limited to: location, skill level, years and depth of relevant experience, and education.

EEOC Statement:

Vanguard Medical Group is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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