Medical Receptionist

ABOUT FREEDOM HEALTH SYSTEMS, INC.:
Freedom Health Systems, Inc. is a multidisciplinary healthcare organization providing high-quality outpatient behavioral health and primary care services. We are committed to accessible, compassionate, and efficient care, supported by an integrated team of providers, administrators, and support staff working collaboratively to meet the needs of individuals and families across the region.

POSITION TITLE: Medical Receptionist

ALTERNATE TITLE(S): Front Desk Coordinator, Patient Services Specialist, Clinical Support Assistant

COMPANY: Freedom Health Systems, Inc.

DIVISION: Operations

DEPARTMENT: 

UNIT: 

BENEFITS PACKAGE: Eligible (W-2) – Health, vision, dental, PTO, and training opportunities

WORK SCHEDULE: Full-time, Monday – Friday; occasional weekend or evening hours based on clinic needs

ACCOUNTABLE TO: Operations Manager 2

ACCOUNTABLE FOR: Delivering exceptional front office and clinical support services in compliance with CARF and COMAR standards; supporting Family and Psychiatric Nurse Practitioners with patient care and documentation

CLASSIFICATION: W-2 Hourly

COMPENSATION RANGE: $16.00 – $25.00 per hour, commensurate with experience

ANTICIPATED TRAVEL: None (on-site position)

SUMMARY OF POSITION RESPONSIBILITIES:
The Medical Receptionist / Medical Assistant is a dual-role position that provides both administrative and clinical support in a multidisciplinary outpatient setting. This staff member is the first point of contact for patients and visitors, ensures smooth front desk operations, and provides direct clinical support to both Family Nurse Practitioners (FNPs) and Psychiatric Nurse Practitioners (PMHNPs). Duties are performed in compliance with CARF, COMAR, and HIPAA standards, supporting quality assurance, care delivery, and documentation requirements.

SCHEDULED DUTIES AND RESPONSIBILITIES:

Front Desk and Administrative Duties

Greet patients and visitors professionally and courteously

Check in patients, verify insurance coverage, collect co-pays, and confirm contact information

Schedule, cancel, and reschedule patient appointments using the EHR system

Answer phones and respond to inquiries or route calls to appropriate team members

Maintain order and cleanliness of the front desk and waiting area

Scan, upload, and organize patient documents in compliance with CARF documentation standards

Ensure appointment reminders are sent via text, phone, or email

Maintain confidentiality of all protected health information (PHI) per HIPAA standards

Medical Assistant Support (Primary and Behavioral Health)

Room patients and collect initial vitals (e.g., height, weight, blood pressure, pulse, temperature)

Record chief complaints and history updates in the patient’s chart

Assist Nurse Practitioners with medication lists, allergies, and treatment documentation

Perform routine screenings as ordered (e.g., PHQ-9, GAD-7, SBIRT, developmental checklists)

Prepare exam rooms and assist providers with basic procedures if needed

Coordinate prior authorizations and pharmacy communication

Submit lab requests and referrals as instructed by providers

Assist with patient education under the direction of clinical staff

Track medication refills and communicate refill needs to the nurse practitioners

Ensure that telehealth appointments are initiated and supported appropriately

Compliance & Quality Standards (CARF / COMAR)

Ensure all documentation, intake forms, and visit notes are complete and properly scanned into the EHR

Maintain organized records to support CARF surveys and COMAR-required audits

Participate in internal audits and chart reviews as requested

Prepare patient charts and clinic logs for surveys and regulatory inspections

Document all services and interactions accurately and in real time

Support infection control protocols, cleanliness, and universal precautions

Assist with clinical quality tracking (e.g., missed appointments, treatment plan due dates, immunization logs)

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

Assist with clinical inventory management and ordering of supplies

Coordinate care across departments for patients seeing both behavioral and primary care providers

Provide technical support for telehealth check-ins or forms completion

Help with annual clinic performance reviews and accreditation prep

Support patient education efforts including handing out or explaining forms and educational materials

Participate in emergency drills and clinic safety briefings as required

The Safety Officer will be responsible for maintaining the facility or organizational Safety Binder that contains all safety policies, a grid of scheduled and required safety activities, all forms for conducting and documenting safety activities, and completed documentation of all safety activities that include recommended areas of improvement and the date and details regarding the improvements completed.

The Safety Officer will be responsible for obtaining and facilitating an annual external inspection, obtaining a copy of the inspection report along with the criteria used for the inspection (if not included on the inspection report), clarifying with the inspector all recommendations for improvement made on the report, placing a copy in the clinic safety binder, making a copy of the report for presentation, and reporting the results to the appropriate team, committee, and/or manager.

The Safety Officer is responsible for completing a quarterly self-inspection and required documentation and submitting/presenting the reports to the appropriate team, committee, and/or manager.

All self-inspection reports and correction activities will be reviewed by the appropriate team, committee, and/or manager, and noted in meeting documentation. The Safety Officer will report the results of the self-inspections, follow-up activities, and their recommendations for improvements to the appropriate team, committee, and/or manager to ensure the organization utilizes the information to increase the level of safety throughout its operations.

The Safety Officer will maintain a record of all inspection documentation and reports, including recommendations and corrections made, and all meeting minutes that correspond with the specific inspection and resulting improvement activities.

Emergency Preparedness Responsibilities

The Safety Officer will be responsible for the following emergency preparedness activities:

Conducting and/or coordinating all required emergency drills.

Conducting drills in a manner and with the necessary precautions to not unduly disturb persons served or the ongoing provision of services.

Completing the appropriate Emergency Drill Reporting Form.

Educating and informing staff members following drills as to response patterns and improvements in responses.

Reporting the results of emergency drills and providing a copy of each report to the appropriate team, committee, and/or manager.

Utilizing management team recommendations and decisions, based on drill reports, to improve safety at the clinics.

Maintaining a record of all drills at each site in the Safety Binder.

Training and Education Responsibilities

The Safety Officer will provide and/or coordinate initial and ongoing health and safety training for all employees. Within this role, cooperation with the organization’s Human Resources Department and/or Training Designee will support the development of training materials, protocols, and documentation of completed safety orientation or ongoing safety training.

The Safety Officer will receive training, supported by Freedom Healthcare, LLC and Lighthouse Behavioral Health Center, LLC, based on the assessed safety needs of the organization and the educational needs of the individual responsible for organizational safety.

PHYSICAL DEMANDS:

Frequent sitting, typing, and phone use at the front desk

Standing and walking for rooming and escorting patients

Occasional lifting of supplies or files (up to 25 pounds)

WORKING CONDITIONS:

Clinic-based, fast-paced outpatient setting

High interaction with patients, staff, and external providers

Potential exposure to patients in crisis or with health-related needs

COMPETENCIES AND SKILLS:

Professional, warm communication and active listening skills

Familiarity with EHR systems (e.g., ICANotes, Athena, or similar)

Basic medical terminology and understanding of outpatient workflows

Strong organizational skills and attention to detail

Ability to multitask while maintaining a calm and respectful demeanor

Knowledge of CARF and COMAR documentation requirements a plus

EDUCATION / TRAINING / QUALIFICATIONS:

High school diploma or equivalent (required)

Medical receptionists are required to hold at least one of the following credentials: Certified Medical Assistant (CMA with the American Association of Medical Assistants, LPN with the Maryland Board of Nursing, CCMA with the National Healthcareer Association, NCMA with the National Center for Competency Testing or RMA with the American Medical Technologists)

CNA, GNA, CMT (optional, not a substitute for required)

Must be proficient in phlebotomy and able to draw blood for lab work

Minimum 1 year of experience in a medical front desk or outpatient clinical setting preferred

BLS/CPR certification required or must be obtained within 30 days of hire

Must pass background and reference checks