Medical Receptionist

Our client is an integrative natural medicine clinic based in Scottsdale, Arizona, offering naturopathic primary care, chiropractic, acupuncture, nutrition counseling, IV therapy, and wellness services. Their patients often come to them after exhausting conventional options — they're curious, thoughtful, and looking for a whole-person approach to their care. The clinic is hiring a fully remote Medical Receptionist to be the first, warm point of contact across every channel patients use. This is a phone-forward role. Roughly 20 patient calls a day flow through you — a mix of inbound scheduling, follow-up, patient questions, and outbound recall — and you'll also carry the text and email queues, plus data entry into the practice management system. The right person brings a calm, caring presence to every interaction and stays organized across all three channels without dropping the thread. Early in the role, success looks like a well-managed daily call flow, timely responses across text and email, an accurate schedule with waitlists actively worked, and patient records that stay complete and up to date. ### 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 — 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 - Prior experience in a medical receptionist, pat…