Call Now 703-327-1800

Contact    Blog       About     Resources      Medical Billing Services


Practice Management: 5 Must-Dos for Efficient Medical Receptionists

Health Insurance Companies Process 1 in 5 Claims Wrong

Tips on How to Run Your Medical Front Desk Effectively

medical-receptionist-front-desk-medical-practiceThe front desk is a very important facet of your medical practice, and a friendly and efficient front desk staff leaves a positive impact on your patients. Medical receptionists are the first and last impression a patient has of your practice and can make a huge difference in
patient retention rate and new patient referrals.

  1. Do make sure your medical office staff greets each patient in a timely manner.  Although the medical receptionists juggle so many things throughout the day, patients should always be greeted and checked in as quickly as possible.  The more courteous the staff is, the more successful the medical practice is.  Do not let a patient wait too long!  If the providers are running extremely behind, make sure that the patient is aware of the delay, and reschedule appointments as necessary.  Patients should not have to wait beyond a reasonable time.
  2. Do make sure that updated patient demographics and insurance information is obtained.  Demographic updates should be completed on an annual basis and insurance cards should be copied or scanned every time a patient is seen.  Do not let the patient leave without getting updated information!  The front desk should be vigilant with patients who have not been seen in a long time. Easy-to-complete forms should be readily available for your front desk to give to your patients. If the medical billing staff does not have the most current information, then your insurance reimbursements will be delayed.
  3. Do make sure that the patient checks out with the front desk and that the encounter form is signed and dated by the patient or guardian.  If copays were not collected at check-in, then they must be collected at check-out.  Do not let the patient leave without paying their copay.  The receptionist must be able to review account balances and remind the patient of past due balances.  A designated in-house biller or your medical billing company should be readily accessible to discuss payment options and set up payment plans as needed.
  4. Do make sure that when the patient checks out, the front desk schedules the next appointment. Do not let your patient leave without a future appointment!  This guarantees a practice with a busy schedule and positive cash flow.
  5. Do make sure that charges are not entered at the Front Desk!  A medical biller should not be interrupted and should not have any distractions.  Billers are directly responsible for insurance reimbursements, and practices cannot afford to have charges entered incorrectly.

Reassess your front desk procedures and implement these suggestions.  We guarantee this will help your bottom line!

Want to join the thousands of Doctors, Managers, Billers & Coders that get our blog updates sent directly to their inbox? Well, you can.  Subscribe Here

Print Post & Download PDF

is a 20 year veteran of healthcare having managed medical practices. He advises medical practices, physicians and practice administrators on how to run their practice and manage their medical billing and revenue cycle management. Manny speaks, blogs and makes videos at www.CaptureBilling.com, a blog that is tops in the medical billing and coding field. READ MORE

If You Liked This Post You Will Love These

6 Responses to Practice Management: 5 Must-Dos for Efficient Medical Receptionists

  1. […] Driving patient acquisition is an ongoing requirement for every successful medical practice. Patient attrition and general churn are a fact of life for any service, and health care is no exception. If you’re a young practice and still building a patient base everyone you lose is significant, even if it’s for simple reasons such as the family moving away from the area. In addition, competition from other local practices coupled with marketing budget constraints can leave you with negative growth unless you are vigilant. Here are 5 low-cost ways to market your practice and keep new patients coming in. […]

  2. This is all really helpful! I go to a medical office school and I shared this with other people in my class. It’s a great post. Keep them coming!

  3. Practice Management: 5 Must Dos for Medical Receptionists : Medical Billing Company | Capture Billing | Medical Practice Management | Scoop.it says:

    […] Practice Management: 5 Must Dos for Medical Receptionists : Medical Billing Company | Capture Billi… Medical receptionists are the first and last impression a patient has of your medical practice and can make a huge difference in your bottom-line. Source: http://www.capturebilling.com […]

Leave a reply

Who Are We?

Capture Billing helps medical practices by reducing their insurance accounts receivable and getting claims paid faster, allowing doctors to focus on providing quality healthcare to their patients without the stress of doing their own medical billing.

That’s why we developed Capture Billing’s Rapid Revenue Recovery System to keep our clients’ Accounts Receivables down and their revenue flowing.

Learn More


The analysis of any medical billing or coding question is dependent on numerous specific facts -- including the factual situations present related to the patients, the practice, the professionals and the medical services and advice. Additionally, laws and regulations and insurance and payer policies (as well as coding itself) are subject to change. The information that has been accurate previously can be particularly dependent on changes in time or circumstances. The information contained in this web site is intended as general information only. It is not intended to serve as medical, health, legal or financial advice or as a substitute for professional advice of a medical coding professional, healthcare consultant, physician or medical professional, legal counsel, accountant or financial advisor. If you have a question about a specific matter, you should contact a professional advisor directly. CPT copyright American Medical Association. All rights reserved. CPT is a registered trademark of the American Medical Association.

Learn how to outsource your Medical Billing today

CALL NOW  703-327-1800

Client Testimonials

Bob Laird


I would recommend Capture Billing to anyone who needs a billing company they can trust.

Bob Laird

Steve Rex

Family Practice

In a six month period Capture Billing increased our Practice’s income by over $100,000.

Steve Rex

Julie Reed-Humeniuk

Family Practice

Capture Billing goes over and beyond the call of duty for their clients to maximizing reimbursement.

Julie Reed-Humeniuk

CaptureBilling.com - Medical Billing Services

Capture Billing is a Medical Billing Company based in South Riding Virginia.

Join the other Doctors and Practice Managers that have benefited from our expert medical billing services.

Capture Billing & Consulting Inc.
25055 Riding Plaza #160
South Riding, VA 20152
Phone: (703) 327-1800