Medical Receptionist – Concierge Cardiology Practice

Summary

We are a high-touch, concierge cardiology practice seeking an experienced, polished, and exceptionally professional Medical Receptionist to serve as the first point of contact for our VIP patient population. The ideal candidate has a warm presence, impeccable communication skills (both written and verbal), and the ability to support patients with discretion, attention to detail, and a service-oriented mindset. This role requires maturity, reliability, and the ability to maintain a calm, welcoming environment while managing a fast-paced front desk.

Key Responsibilities

Concierge-Level Patient Experience

• Greet patients and visitors with warmth, professionalism, and a high level of service.
• Provide a seamless, concierge-style check-in and check-out experience.
• Anticipate patient needs and ensure a smooth, comfortable visit from arrival to departure.
• Maintain strict confidentiality and demonstrate discretion with sensitive medical and personal information.

Front Desk Operations

• Verify and update patient demographics, insurance, and contact information with precision.
• Collect copays, concierge fees (if applicable), outstanding balances, and required forms.
• Manage front desk flow with impeccable organization and professionalism.
• Maintain an immaculate, serene, and hospitality-level reception area.

Communication & Coordination

• Answer calls promptly with a polished, calm, and professional tone.
• Communicate clearly and effectively with patients, staff, and referring physicians.
• Draft professional, error-free written communications, messages, and correspondence.
• Route calls and messages appropriately and follow protocols for urgent matters.
• Provide patients with clear instructions regarding appointments, preparation, and testing.

Scheduling & Testing Coordination

• Schedule new and follow-up visits, and cardiology testing (EKGs, echocardiograms, stress tests and outpatient loop recorders).
• Confirm appointments and manage reminders with concierge-level attention.
• Coordinate with referring physicians and healthcare providers to obtain outside records, referrals, and authorizations.
• Ensure testing and follow-up plans are communicated clearly and executed accurately.

Insurance & Authorization Support

• Obtain and verify insurance information accurately and efficiently.
• Collect copays and deductibles and document all transactions.
• Collaborate with the billing/authorization team to ensure pre-authorizations and referrals are completed ahead of time.

Administrative Responsibilities

• Scan and upload documents into the EHR with accuracy.
• Sort and distribute mail, faxes, and electronic records promptly.
• Uphold HIPAA and all privacy/security guidelines with zero exceptions.

Qualifications

Required

• High school diploma or equivalent; Associate's degree preferred.
• Knowledge of medical insurance basics (copays, deductibles, authorizations).
• Minimum 2–3 years of medical office experience, preferably in concierge, cardiology, or internal medicine settings.
• Exceptional communication skills — polished verbal communication and strong professional writing skills.
• Ability to maintain composure, professionalism, and warmth with high-expectation patients.
• Experience in cardiology is highly preferred (familiarity with EKG, echocardiogram, stress test terminology).
• Strong organizational skills and ability to multitask in a fast-paced environment.
• Proficiency with EHR systems and standard office software.
• Punctual, reliable, and able to maintain strict confidentiality.

Preferred

• Experience in a concierge or VIP medical practice.
• Medical office experience, preferably in concierge medicine and/or cardiology settings.
• Medical Assistant certification strongly preferred.
• Bilingual (English/Spanish) is a plus.

Key Attributes

• Polished, professional, and articulate.
• Warm, welcoming demeanor aligned with concierge-level patient service.
• Highly organized, detail-oriented, and proactive.
• Excellent judgment and discretion.
• Calm under pressure when supporting anxious or high-acuity patients.
• Team-oriented with a positive, solution-focused mindset.
• Interested in stability and long-term growth within the practice.

Job Type: Full-time

Pay: $ $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Paid time off

Experience:

• Cardiology: 2 years (Required)
• Medical office: 3 years (Required)

License/Certification:

• CCMA Certification (Preferred)

Ability to Commute:

• Newport Coast, CA Required)

Work Location: In person