Medical Receptionist

Ranked one of Tennessee’s top places to work, MHC is a rare and special place where outstanding company culture is intentional. Where clients and associates are treated the same, as equals.

Mental Health Cooperative, Inc. (MHC) was formed in 1993 to serve individuals with severe and persistent mental illness.  Since then, we have expanded our services to children and adolescents with severe emotional disorders across Middle and East Tennessee.

Our sole purpose is to support and treat those challenged with serious mental illness and poverty. Although based out of Nashville, we serve several communities across middle and East Tennessee with satellite offices in Antioch, Gallatin, Dickson, Columbia, Cleveland, Murfreesboro, Clarksville, Cookeville, Chattanooga, and Memphis. 

If you are interested in joining a team that is caring, collaborative, innovative and energizing this might be a great place for you!

Job Title: Medical Receptionist, Medical Operations                                  

FLSA Status: Non-Exempt                 

Department: Integrated Clinic                                  

Reports to: Administrative Manager    

JOB SUMMARY: This position is responsible for managing patient appointment scheduling and delivering comprehensive front desk administrative support to ensure smooth daily operations, efficient workflow, and an exceptional patient experience. The role requires professionalism, strong communication skills, and the ability to coordinate effectively with clinical and administrative staff in a fast-paced mental health care environment.

Key Responsibilities

Patient Reception & Customer Service

• Greet all patients, visitors, and staff in a professional, welcoming, and respectful manner.

• Maintain a polished, neat appearance and a demeanor consistent with organizational standards.

• Ensure all in-person, phone, and electronic interactions are handled promptly, courteously, and efficiently.

• Regularly check on waiting patients to minimize perceived wait times and ensure comfort.

Scheduling & Coordination

• Prepare and distribute daily appointment schedules to physicians, nurses, and other relevant staff.

• Accurately schedule new and follow-up appointments, maximizing efficiency by coordinating multiple appointments on the same day when possible.

• Arrange MHC transportation services as needed and coordinate with internal and external transportation providers to ensure timely pick-ups.

Patient Records & Information Management

• Verify and update patient contact details, including phone numbers, addresses, and insurance information, during each visit.

• Perform insurance verification, including scanning cards, confirming coverage, and reporting discrepancies for resolution.

• Maintain accurate, confidential, and up-to-date patient records in accordance with HIPAA regulations.

Communication & Administrative Support

• Answer incoming calls promptly and courteously, retrieve voicemail messages, and route information to the appropriate staff or leadership in a timely manner.

• Provide general administrative support, including faxing, filing, copying, and mail distribution.

• Support clinic operations by assisting multiple departments as needed.

Facility & Environment Management

• Maintain a clean, organized, and professional front desk, lobby, and shared areas, ensuring all spaces are free of clutter.

• Keep patient-facing areas welcoming and stocked with necessary forms, resources, and materials.

Financial Transactions

• Collect patient co-payments accurately, issue receipts, and follow proper cash-handling procedures.

Other Duties

• Perform additional tasks as assigned to support clinic efficiency, quality patient care, and operational needs.

Other Responsibilities: 

• Responsible for attending all mandatory in-services, continuing education and annual health requirements.

• Comply with all Corporate Compliance policies, practices and procedures.

• Report all unethical activities to supervisor, Corporate Compliance Office, Values Hotline number or Human Resource Director.

• Comply with all OSHA and safety policies, practices, and procedures.  Report all unsafe practices or accidents to supervisor, Safety Supervisor and/or OSHA Coordinator.

• Will be compliant with the relevant regulations concerning the privacy and security of consumer’s protected health information (PHI) as established by the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

• Participate in proactive team efforts to achieve departmental and company goals.

• Perform other duties as assigned.

• Provide leadership to others through example and sharing of knowledge/skill.

• Follow all policies and procedures set by the Agency.

REQUIREMENTS:

Essential Skills and Experience:

• High school diploma or general education degree (GED)

• Previous health care administrative experience preferred

• Excellent communication, collaboration, initiative, organizational, and clinical skills

Essential Requirements for the Position:

• Valid Tennessee Driver’s License

• Acceptable Motor Vehicle Report (MVR)

• Acceptable Criminal Background Investigation

• Cell Phone

ABOUT YOU:

Core Competencies: 

Leadership Skills 

• Ability to lead by example 

• Ability to make sound decisions quickly and decisively 

• Ability to motivate staff 

• Ability to identify strengths and weaknesses of provide coaching on professional growth areas

• Is cool under pressure; does not become defensive or irritated when times are tough; can be counted on to hold things together during stressful times 

Team Oriented 

• Assist teammates as needed 

• Creates and maintains a climate in which teammates want to do their best 

• Can quickly find common ground and solve problems for the good of the team 

Interpersonal Skills 

• Can negotiate skillfully in difficult situations with both internal and external groups; can win concessions without damaging relationships; can be both direct and diplomatic 

Customer Service 

• Internal & external customer service indicative of mutual respect & trust 

Joint Commission Competencies: 

• Consumer Engagement – establishes and maintains a therapeutic relationship via effective, appropriate communication and behaviors with consumers.  

• Actively participates in consultation process.  

• Complete all clinical documentation in specified time periods.  

• Demonstrates ability to work independently, to make critical decisions and to work collaboratively as an integral part of a team.  

• Demonstrates evidenced informed practice related to substance use disorders.  

• Demonstrates evidenced informed practice related to clinical care of children and youth.  

Reporting to this Position: 

• None 

Physical Demands and Work Environment: 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Physical demands: While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 

• Work environment: The noise level in the work environment is usually moderate. 

BENEFITS:

Mental Health Cooperative offers a full comprehensive benefit plan for you to participate in. The following products are available:

• Medical Insurance/Prescription Drug Coverage
• Health Savings Account
• Dental Insurance
• Vision Insurance
• Basic Life and AD&D Insurance
• Short- & Long-Term Disability
• Supplemental Life Insurance
• Cancer Insurance
• Accident Insurance
• Critical Illness Insurance
• 403b - Retirement Plan
• Calm App for medication and mental health
• Gym membership discounts

Mental Health Cooperative embraces inclusion, diversity and equal opportunity. We're committed to building a team that represents a variety of backgrounds, perspectives, and skills. Mental Health Cooperative is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.