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

Requirements

This is a 100% Remote Work

Up to $6/hr