Block Island Health Services (BIHS)
Location: Block Island, RI
Position Type: Full‑time 
Reports To: CEO

Position Summary

The Medical Receptionist/Front Office Coordinator serves as the first point of contact for patients, visitors, specialists, and community members seeking care at Block Island Health Services. This position is responsible for managing front office operations, patient registration,  scheduling, insurance verification, payment collection, and administrative support while ensuring a welcoming and professional environment. The ideal candidate is highly organized,  customer-focused, and committed to providing exceptional service in a rural healthcare setting.

Essential Duties and Responsibilities

• Patient Reception & Customer Service
  • Welcome patients, visiting specialists, vendors, and guests in a warm, courteous, and professional manner.
  • Foster positive patient relationships.
  • Maintain a friendly and service-oriented atmosphere that reflects BIHS's commitment to patient-centered care.
  • Answer incoming telephone calls promptly and professionally and direct inquiries appropriately.
• Scheduling & Patient Registration
  • Schedule, reschedule, and confirm patient appointments.
  • Make pre-appointment reminder and outreach calls as needed.
  • Assist patients during the check-in process.
  • Enter and maintain accurate patient demographic and insurance information within the Electronic Health Record (EHR) and scheduling systems.
  • Facilitate all aspects of patient registration, eligibility verification, and insurance confirmation.
  • Ensure all required documentation is completed and maintained according to organizational policies.
• Electronic Health Record (Athenahealth)
  • Learn and maintain proficiency in all front-office functions within Athenahealth and other systems utilized by BIHS.
  • Utilize Athenahealth to support scheduling, registration, demographic updates, insurance verification, and patient communication workflows.
  • Maintain data accuracy and confidentiality in accordance with HIPAA regulations.
• Insurance Verification & Patient Financial Services
  • Verify insurance eligibility prior to appointments.
  • Inform patients of financial responsibilities and communicate payment expectations prior to services being rendered.
  • Collect patient payments, co-pays, deductibles, and outstanding balances.
  • Record and reconcile payments received according to established procedures.
  • Follow billing and collection protocols established by BIHS leadership.
  • Assist patients with insurance-related questions and billing concerns in coordination with the Billing Coordinator.
  • Provide information regarding available assistance programs, including Medicaid/RIte Care, Sliding Fee Discount Programs, charitable care, and referral resources such as the Mary D Fund.
• Administrative & Operational Support
  • Participate in billing, information technology, and operational meetings as requested.
  • Contribute ideas and recommendations to improve front office efficiency, patient experience, billing processes, and workflow.
  • Provide administrative support to clinical staff and visiting specialists as needed.
  • Assist with special projects and organizational initiatives assigned by the CEO.
• Office Organization & Maintenance
  • Maintain a clean, organized, and professional reception area.
  • Organize and monitor office supplies, closets, storage areas, and shared workspaces.
  • Ensure personal workspace and common office areas remain presentable and orderly.
  • Assist in inventory management and office supply replenishment.

Required Qualifications:

• High school diploma or equivalent.
• Strong interpersonal and communication skills.
• Proficiency with computers and Microsoft Office applications.
• Ability to learn healthcare software systems and electronic health records.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidentiality and comply with HIPAA requirements.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with electronic medical records (or ability to learn quickly)

Preferred Qualifications:

• Bilingual in English and Spanish.
• Previous experience in a medical office, healthcare setting, or rural health clinic.
• Experience with Athenahealth or other electronic health record systems.
• Knowledge of health insurance verification, patient registration, and medical billing processes.
• Familiarity with sliding fee programs, Medicaid/RIte Care, and patient assistance resources.

Physical Requirements:

• Ability to sit, stand, walk, and use a computer for extended periods.
• Ability to occasionally lift up to 25 pounds.
• Ability to perform routine office duties, including filing, copying, and handling office supplies.

Block Island Health Services is an Equal Opportunity Employer committed to creating an inclusive workplace and providing exceptional healthcare services to our island community.