Medical Receptionist

Position Overview We are a natural medicine clinic looking for a warm, organized, and professional Medical Receptionist to be the first point of contact for our patients. This is a remote, patient-facing role that handles the day-to-day flow of inbound and outbound communications — calls, texts, and emails — as well as data entry and a range of general administrative tasks that keep the clinic running smoothly. The right candidate brings a calm, caring energy to patient interactions while staying organized and responsive in a multi-channel communication environment. Patients who reach out to our clinic are often seeking something different from conventional care — they deserve a receptionist who meets them with genuine warmth, listens carefully, and represents our practice with professionalism and heart. Key Responsibilities Phone Communication — Primary Function The majority of daily communication happens over the phone, with approximately 20 calls per day. Answer inbound patient calls professionally and warmly, handling appointment requests, general inquiries, and patient questions Make outbound calls for appointment reminders, follow-ups, scheduling confirmations, and recall outreach Manage a steady daily call volume of approximately 20 calls with consistent quality and attentiveness on every interaction Triage calls appropriately — routing clinical questions to the provider while handling scheduling and administrative matters directly Document call outcomes and any required follow-up actions accurately after each interaction Text & SMS Communication Monitor and respond to patient text messages in a timely and professional manner Send appointment reminders, confirmations, and follow-up messages via text as needed Maintain a warm, clear, and on-brand tone across all text communications Ensure all text-based interactions are documented appropriately in the patient record or communication log Email Management Monitor the clinic inbox and respond to patient emails promptly and professionally Draft and send appointment confirmations, intake form instructions, and general clinic communications Triage emails by urgency and route clinical or complex inquiries to the appropriate team member Maintain an organized inbox with timely responses to all patient and administrative emails Scheduling & Appointment Management Schedule, reschedule, and cancel patient appointments across the clinic calendar Confirm upcoming appointments and ensure patients have all necessary preparation information in advance Manage waitlists and fill cancellation slots proactively to keep the provider schedule optimized Coordinate scheduling across multiple communication channels so nothing is double-booked or missed Data Entry & Records Perform accurate data entry of patient information, appointment details, and communication records into the practice management system Maintain organized and up-to-date patient records in compliance with applicable privacy regulations (HIPAA) Process new patient intake information and ensure all required fields and documents are collected before the first appointment Update patient contact details, insurance information, and other record changes as they occur Ad Hoc Administrative Support Support the clinic with general administrative tasks as they arise — this role requires flexibility and a willingness to pitch in where needed Assist with document preparation, filing, and general office organization as directed Handle miscellaneous front office tasks that keep daily clinic operations running without interruption Required Qualifications Prior experience in a medical receptionist, patient services, healthcare administrative, or similar patient-facing role Comfortable managing a steady daily call volume of approximately 20 calls with professionalism and consistency Warm, clear, and professional communication style across phone, text, and email Organized and detail-oriented with strong follow-through on all patient interactions and open tasks Comfortable with data entry and maintaining accurate records in a practice management or scheduling system Reliable and self-directed in a fully remote work environment Discreet and professional with patient information in compliance with HIPAA Preferred Qualifications Prior experience in a natural medicine, integrative health, functional medicine, wellness, or holistic care practice Genuine interest in natural and holistic health — familiarity with the space helps when speaking with patients about the clinic Experience with electronic health record (EHR) or practice management software in a clinical setting Background managing multi-channel communications including calls, texts, and emails simultaneously Experience with appointment scheduling and calendar management for a medical provider This is a 100% Remote Work Up to $6/hr