How to Become a Medical Receptionist

By: Kelli Hansen, RN

Last Updated: Dec 16, 2018

A medical receptionist is an integral part of a high functioning healthcare team. Doctors, nurses, and other medical and administrative staff members rely on the medical receptionist to create a friendly, welcoming and well-organized front office for patients and to facilitate their flow through the facility.

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The daily rhythm of work as a medical receptionist can be summed up in one word –busy! These professionals traditionally perform their duties from a prominently located desk, where they can easily interact with patients, staff, pharmaceutical reps, vendors and others. They are responsible for maintaining a calm and efficient environment for fielding phone calls, answering patient questions, scheduling new and follow-up appointments, registering new patients and updating records.

A medical receptionist is the touchstone for both the staff and patients of a healthcare practice. These professionals are charged with expertly coordinating the day-to-day activities of doctors, nurses and patients to ensure a focus on compassionate care delivered on time.

Workplace Details

Most medical receptionists are employed by doctors’ offices (including dentists), hospitals and long-term care facilities, although some work for outpatient facilities and community clinics. While most positions follow a typical Monday through Friday workday schedule, some may be required to work evenings, nights, weekends, or holidays, particularly when employed by hospitals and other 24-hour care facilities.

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According to the US Bureau of Labor Statistics, the average salary for medical receptionists is $28,430. Salaries range from about $19,070 to $39,350 or more per year; those figures are the median salaries for the bottom 10% and top 10% of earners. Physicians’ and dentists’ offices pay slightly above that mean; in doctors’ offices – the setting with the highest employment of receptionists – medical receptionists make on average $29,450 per year. Cross-trained medical receptionists typically earn more, depending on their experience and where they work.

The Bureau of Labor Statistics states that medical receptionists can expect a job growth rate of 10% from 2014 to 2024, which is faster than average growth.

In line with these statistics, most jobs are expected to be in medical offices, dental offices and community healthcare facilities for aging Americans. While technology will continue to pervade the medical practice, it is not expected that the need for medical receptionists will decrease, as their greatest asset is the ability to serve patients with dignity and respect.

An entry-level medical receptionist is required to have a high school diploma or its equivalent.

In some instances, employers may provide or require more formal training to meet their hiring criteria. Additional training may include classes in medical terminology, medical software, medical office procedures, coding, medical ethics, and others, which are available through a wide range of educators, both online and in the classroom.

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Certificate programs are available at many schools and require less than a year typically. Employers certainly prefer applicants who have already been trained, but since you may be able to receive the training through your employer, you may want to assess the local job climate first. That will help you determine whether you need to gain the competitive advantage through a certificate program prior to applying for jobs.

There is a growing trend in many healthcare settings to cross-train medical assistants as medical receptionists, combining office tasks with patient care duties.

Most medical receptionists will learn how to perform their duties by working with an experienced member of the office staff during their first few weeks on the job. During this period, you will receive training specific to your employer’s policies and important institutional procedures, particularly those dealing with patient health information (PHI) and patient confidentiality.

There are no licensure or certification requirements to work as a medical receptionist; however, those who also serve as medical assistants may be licensed by a number of certifying bodies, such as the American Association of Medical Assistants and the National Center for Competency Testing. This level of certification may require you to complete continuing education units (CEUs) and scheduled examinations to maintain licensure.

Medical receptionists are commonly moved into supervisory positions as they become more skilled in office procedures and patient care. Advancement can also depend on the career path and education they choose to pursue while in their current jobs. For example, augmenting your education with medical-related courses and obtaining a degree and/or license may open doors to positions such as medical secretary or administrative assistant. These jobs generally include greater levels of responsibility such as formulating reports, organizing conferences or helping physicians with complex documentation.

Obtaining a business degree can help a medical receptionist advance to high-level administrative positions, such as medical practice manager or healthcare executive. Others may prefer to steer their career toward more patient care and subsequently pursue other branches of clinical healthcare as a medical assistant or nurse.

Some medical receptionists still enter the field with little or no formal training. Instead, they learn on the job from experienced coworkers.

If you plan to take this route, it’s important to gain a solid foundation in computer skills during high school. Take as many classes as you can in word processing, spreadsheets and business software. Coursework in anatomy and medical terminology can also be helpful. Finally, work experience in an office setting can show employers you’ve got what it takes when it comes to landing that all-important first job.

Already graduated? You can strengthen your job application by taking computer, business, and allied health courses at a local community college.

Many vocational and technical schools offer diploma and certificate programs in medical office administration. These programs should provide you with a firm foundation in billing, coding, anatomy, and health information technology, often in as little as 7–8 months. This allows you to hit the ground running at your first job, which may be a big plus for potential employers.

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On the other hand, diploma and certificate programs can require quite an investment of time and money, and they may not count toward a degree if you decide to seek one later. Before enrolling, do some research and find out:

• Do employers in my area require a diploma or certificate?
• Which programs do employers recommend?
• Will my credits transfer if I decide to pursue a degree later?
• What’s the most cost-effective option? (Public community colleges often cost significantly less and are better regulated than for-profit career schools.)

If you do decide to pursue a diploma or a certificate, here are just a few of the courses you might take:

Many diploma and certificate programs also include supervised work experience in the form of an externship.

Students who want more in-depth training in medical office administration might consider obtaining an associate’s degree in the field. These programs take 18 months to two years to complete and allow you to round out your education with elective courses in your areas of interest. Some associate degree programs also prepare you for billing and coding certifications that can make you a more competitive job candidate.

As with diplomas and certificates, associate degree programs vary widely in their overall quality. Before committing, it’s important to research which programs are respected by employers in your area. If you think you might continue your education in the future, look for a program where some or all of your credits can be applied to your next degree.

Some coursework you may encounter at the associate level:

Many medical receptionists seek additional credentials and certifications in their area of interest. Once again, these credentials can be quite expensive to obtain, so it’s worth researching which ones local employers value most. Some options include:

• American Medical Technologists offers the CMAS (Certified Medical Administrative Specialist) credential for medical receptionists with documented education and/or work experience who pass a knowledge exam covering insurance practices, information technology, and office management
• Medical billing certifications, such as the CMRS (Certified Medical Reimbursement Specialist) administered by the American Medical Billing Association demonstrate knowledge of best practices and ethics
• Coding certifications, such as CCS (Certified Coding Specialist) by AHIMA and CPC (Certified Professional Coder) by AAPC show you know the basics of medical documentation. Many advanced and specialty coding certifications are also available.