Medical Receptionist ZenKetamine Rocklin, CA Job Details Full-time $20 - $25 an hour 1 day ago Benefits Free parking Health insurance Dental insurance Paid time off Uniform allowance Vision insurance Paid sick time Qualifications English Medical scheduling Administrative experience High school diploma or GED Driver's License Organizational skills Time management Full Job Description Medical Receptionist / Front Office Coordinator ZenKetamine Treatment Center - Rocklin, CA Full-Time | On-Site Job Summary ZenKetamine Treatment Center is seeking a compassionate, organized, and dependable Medical Receptionist / Front Office Coordinator to join our team in Rocklin, California. Our front office team plays an essential role in creating a calm, welcoming, and highly organized experience for our patients. This position serves as one of the primary points of contact between our patients, providers, clinical staff, referring offices, insurance companies, and authorization teams. We are looking for someone who combines excellent customer service with strong attention to detail, initiative, and the ability to manage multiple responsibilities in a busy medical environment. Because many of our patients are receiving treatment for mental health conditions and chronic pain, patience, empathy, discretion, and professionalism are especially important. The ideal candidate is comfortable taking ownership of tasks, solving problems independently, and working closely with the clinical team to ensure that each patient's treatment experience runs smoothly from scheduling through check-out and follow-up. Essential Responsibilities Patient Scheduling & Treatment Coordination Schedule patients for treatments in accordance with provider orders and established treatment protocols. Coordinate ongoing treatment schedules and follow-up appointments based on provider guidance. Understand scheduling frequency and treatment requirements for new and established patients. Confirm that required insurance authorizations and treatment eligibility are in place prior to scheduling treatments. Review schedules proactively to identify missing authorizations, documentation, orders, or other potential barriers to treatment. Coordinate with providers, clinical staff, and authorization teams to help maintain continuity of care. Reinforce patient education regarding treatment expectations, scheduling frequency, follow-up appointments, and clinic procedures within the scope of the position. Support the clinical team during daily treatment workflow to promote timely and efficient patient flow. Front Office & Patient Experience Greet patients, family members, visitors, staff, and physicians in a warm, professional, and respectful manner. Answer incoming telephone calls promptly and professionally. Assist patients with questions and route clinical questions appropriately to licensed clinical staff. Check and respond appropriately to telephone messages, electronic communications, and other patient inquiries. Assist with patient check-in and check-out to create an efficient and positive patient experience. Maintain a calm, welcoming, and organized front office environment. Demonstrate patience and empathy when assisting patients, including young adults, adults, and elderly patients. Protect patient privacy and maintain a HIPAA-compliant workstation at all times. Referrals, Records & Documentation Review incoming referrals, faxes, and patient communications promptly, with a goal of addressing referrals and faxes within 24 hours. Prepare and organize patient charts and required documentation for upcoming clinic visits and treatments. Assist with verifying patient medical history, medications, and other required information in preparation for treatment. Obtain and organize required medical records, testing, imaging, or other documentation when applicable. Accurately and efficiently document patient communications in the medical record. Communicate professionally with referring physicians, mental health providers, medical offices, and their staff. Insurance, Authorizations & Patient Financial Responsibilities Verify insurance eligibility and benefits. Enter and maintain accurate insurance information in patient records. Confirm that required prior authorizations are obtained and valid before treatment. Understand and work with common insurance types, including PPOs, HMOs, Medicare, and VA/community care programs. Coordinate with authorization and billing teams when coverage issues arise. Identify potential insurance or authorization barriers and communicate them promptly to the appropriate team member. Assist in ensuring that patient financial obligations, including applicable copayments, coinsurance, deductibles, and other patient responsibilities, are appropriately addressed at the time of service. Administrative & Clinic Operations Perform accurate computer data entry and maintain complete patient records. Operate standard office equipment and clinic communication systems. Maintain an organized and professional reception and front office area. Follow established clinic policies, procedures, scheduling guidelines, and workflows. Recognize situations requiring immediate clinical attention and promptly notify the appropriate clinical staff. Maintain HIPAA and OSHA compliance within the work environment. Assist coworkers with various responsibilities as needed to support overall clinic operations. Perform additional administrative and operational duties as assigned. Qualifications & Skills The successful candidate should demonstrate: Excellent verbal and written communication skills. Strong interpersonal and customer-service skills. Compassion, patience, and empathy when interacting with patients. Excellent organization and time-management skills. Strong attention to detail and commitment to accuracy. Ability to establish priorities and coordinate multiple work activities. Ability to complete multiple tasks simultaneously in a fast-paced environment. Strong problem-solving skills and ability to exercise appropriate initiative. Ability to apply established policies and procedures to everyday situations. Ability to work effectively both independently and as part of a team. Ability to maintain a courteous and professional demeanor while maintaining expected productivity. Ability to communicate professionally with physicians, referring providers, patients, insurance representatives, and coworkers. Ability to follow directions, accept feedback, and adapt to changing clinic needs. Dependability, professionalism, and punctuality. Ability to recognize potentially urgent medical situations and immediately involve appropriate clinical personnel. Comfort working with patients receiving treatment for mental health conditions and chronic pain.

Experience & Education Required:

High school diploma or GED. Previous customer service, administrative, reception, or office experience. Proficiency with computers and electronic communication. Ability to read, write, and communicate effectively in English.

Preferred:

Previous experience in a medical office, outpatient clinic, specialty practice, behavioral health practice, or similar healthcare environment. Experience with electronic health records (EHR/EMR). Experience with medical scheduling and patient registration. Experience verifying insurance eligibility and benefits. Familiarity with prior authorizations and referral processes. Knowledge of PPO, HMO, Medicare, and VA insurance programs. Familiarity with medical terminology. Experience communicating with physician offices and other healthcare providers. Physical Requirements Ability to sit and view a computer screen for extended periods. Ability to perform routine office duties involving computers, telephones, and standard office equipment. Ability to move throughout the clinic as necessary to assist patients and staff. Transportation Requirements Valid California driver's license. Reliable transportation.

Position Details Pay:

$20 - $25 an hour

Location:

ZenKetamine Treatment Center, Rocklin, California Work Location:

On-site Position:

Full-Time Schedule:

Day shift

Typical Clinic Days:

Tuesday through Saturday from 8:15am to 5:15pm; schedule may vary based on clinic needs. Benefits Medical, Dental, and vision insurance - 100% employer-paid medical insurance premium for the employee and eligible immediate family members, with coverage through a high-metal-tier commercial PPO health plan Paid time off Paid sick leave Free parking About ZenKetamine Treatment Center ZenKetamine Treatment Center is a specialty outpatient treatment center focused on providing compassionate, patient-centered care for individuals with mental health conditions and chronic pain. Our team strives to provide a calm, respectful, and supportive treatment environment. We believe that every interaction—from a patient's first phone call through treatment and follow-up—is an important part of their overall experience. We are looking for a team member who shares our commitment to exceptional patient care, professionalism, empathy, and continuous improvement. If you are organized, compassionate, dependable, and enjoy helping patients navigate their healthcare experience, we would love to hear from you. Equal Opportunity Employer ZenKetamine Treatment Center is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, age, sexual orientation, national origin, marital status, ancestry, disability, gender identity, veteran status, genetic information, or any other status protected by applicable law.

Pay:

$20.00 - $25.00 per hour Expected hours: 32.0 per week

Benefits:

Dental insurance Free parking Health insurance Paid sick time Paid time off Uniform allowance Vision insurance

Work Location:

In person