Benefits:

Employee discounts

Free food & snacks

Health insurance

Paid time off

Position Title: Medical Records Specialist / Receptionist Department: Front Office / Medical Records Reports To: Office Manager Location: Odessa, TX

Position Summary

The Medical Records Specialist / Receptionist is responsible for providing excellent customer service while supporting the daily administrative and front office operations of the clinic. This position serves as one of the first points of contact for patients and is responsible for greeting patients, managing incoming calls, scheduling appointments, maintaining accurate medical records, and assisting with the overall flow of clinic operations.

The ideal candidate is organized, detail-oriented, professional, and able to handle confidential patient information with discretion while providing a positive patient experience.

Essential Duties and Responsibilities

Front Desk & Reception

Greet and check in patients upon arrival.

Answer incoming phone calls, direct calls appropriately, and respond to general patient inquiries.

Schedule, confirm, and reschedule patient appointments.

Verify and update patient demographic and insurance information.

Collect and maintain accurate patient registration information.

Assist patients with completing necessary forms and paperwork.

Communicate professionally with patients, providers, and staff.

Maintain an organized, clean, and professional reception area.

Assist with patient check-out and other front-office duties as needed.

Medical Records Management

Maintain, organize, and update electronic medical records (EMR).

Scan, upload, index, and properly file patient documents into the EMR system.

Process incoming and outgoing medical records requests.

Assist with obtaining medical records from outside providers and facilities.

Ensure records are accurately documented and assigned to the correct patient charts.

Monitor and follow up on outstanding medical records requests.

Assist with preparing patient charts for upcoming appointments.

Ensure medical records are handled, stored, and released in accordance with HIPAA regulations and clinic policies.

Maintain confidentiality of all patient information and protected health information (PHI).

Administrative & Clinic Support

Assist providers and clinical staff with administrative requests.

Communicate messages and patient-related information to the appropriate departments.

Assist with general office duties, including filing, faxing, copying, scanning, and data entry.

Monitor incoming faxes, emails, and other correspondence.

Help maintain efficient patient flow and support daily clinic operations.

Perform additional administrative duties as assigned by management.

Qualifications & Requirements

High school diploma or equivalent required.

Previous experience in a medical office, healthcare setting, or front-desk position preferred.

Familiarity with electronic medical records (EMR) systems preferred.

Knowledge of medical terminology is a plus.

Basic computer skills, including Microsoft Office, email, scanning, and data entry.

Understanding of HIPAA regulations and patient confidentiality.

Strong organizational and multitasking abilities.

Excellent verbal and written communication skills.

Professional, friendly, and customer-service-oriented attitude.

Ability to work independently and as part of a team.

Strong attention to detail and accuracy.

Skills & Competencies

Excellent customer service and interpersonal skills.

Strong time management and organizational skills.

Ability to prioritize tasks in a fast-paced healthcare environment.

Ability to handle confidential and sensitive information appropriately.

Dependability, accountability, and professionalism.

Ability to communicate effectively with patients, providers, and coworkers.

Work Environment

This position operates in a healthcare clinic environment and requires frequent interaction with patients, providers, and administrative staff. The employee must be able to manage multiple responsibilities while maintaining professionalism, accuracy, and efficiency.

Additional Responsibilities

Duties and responsibilities may be adjusted as needed to meet the operational needs of the clinic. Other duties may be assigned by management.