Becoming A Hospital Receptionist: Steps To Success

Hospital receptionists are administrative professionals who work in the lobby of a hospital. They are responsible for supporting the daily operations of hospitals and are often the first point of contact for patients. To become a hospital receptionist, you will need a high school diploma or GED certificate, and it is beneficial to have some form of administrative experience. While not always necessary, an associate or bachelor's degree in administration or a related field can enhance your credentials. In addition, gaining experience through internships, volunteering, or general office work can help develop the necessary skills for the role. Hospital receptionists should have strong communication and organizational skills, be detail-oriented, adaptable, and have knowledge of medical terminology and electronic record-keeping systems.

Gaining experience

Customer service and administrative experience can be valuable when applying for hospital receptionist roles. If you have worked in a fast-paced environment, be sure to highlight your ability to manage multiple tasks and interact with a diverse range of people. Any experience with scheduling or using electronic health record (EHR) programs is also relevant. If you have prior knowledge of medical terminology, this can set you apart from other candidates.

Consider completing a course in medical reception and terminology to boost your application. While not always necessary, prior knowledge of medical terms can help you file medical information and communicate effectively with medical providers. Understanding the basic medical conditions treated at the facility and their respective treatment options can make you a more confident candidate.

Internships and volunteer opportunities are excellent ways to gain direct experience in the medical administration field. Positions that involve records management and administrative duties will provide you with valuable skills and an understanding of the healthcare environment. You can also look for front desk jobs in doctors' offices or smaller clinics, which may offer more entry-level opportunities.

Remember that each medical environment is unique, so be sure to tailor your application to the specific job. For example, a large hospital may have different requirements and expectations than a small physical therapy office. Keep an open mind and consider a range of medical facilities to increase your chances of gaining that crucial first experience.

Necessary qualifications

The minimum educational requirement to become a hospital receptionist is a high school diploma or General Education Diploma (GED). However, it is beneficial to have some form of certification, such as a Certified Medical Administrative Assistant qualification. This will help you stand out from other applicants and demonstrate your knowledge and interest in the field.

Prior knowledge of medical terminology is also advantageous. A good understanding of medical terms will help you file medical information and communicate effectively with medical providers. You can gain this knowledge through on-the-job training, experience, certificate programs, or degree programs. Some sources suggest taking a Medical Reception and Terminology course to gain familiarity with medical jargon.

In addition to medical knowledge, organizational skills are crucial for hospital receptionists. They are responsible for maintaining patient records, processing payments, and keeping the office on schedule. Proficiency in computer programs such as Excel and electronic medical record management systems is also essential for organizing and maintaining patient data.

Excellent communication skills are another vital qualification. Hospital receptionists must possess strong written, verbal, and interpersonal communication skills to interact effectively with patients, medical staff, and other administrative professionals. Empathy is an important aspect of communication in this role, as receptionists often encounter patients who are stressed, scared, or sick.

While not strictly a qualification, prior experience in administration, reception, customer service, or other public-facing positions is highly valued by employers. This experience can be gained through internships, volunteer work, or entry-level positions in medical or non-medical settings.

Understanding medical terminology

To become a hospital receptionist, you'll need a high school diploma, and it may be useful to become certified as a medical administrative assistant. You should also be familiar with medical terminology.

Medical terminology is a language with structural rules, including prefixes, roots, and suffixes. For example, the root "therm" relates to heat, as in "hypothermia" (less heat) and "thermometer" (measuring heat). Prefixes and suffixes can be added to the root to modify its meaning. For instance, the prefix "hypo-" means "less", as in "hypothermia", while the suffix "-meter" means "measuring", as in "thermometer".

There are many medical root words that are intuitive based on your experiences. For example, if you're an athletic person, you probably know that "cardiovascular" relates to the heart. Other examples include "dermato-" pertaining to the skin, "encephalo-" related to the brain, and "osteo-" related to bones.

Medical terminology also includes many abbreviations and acronyms. For example, EKG stands for Electrocardiogram, a way of monitoring the heart, and HDL-C stands for High-density lipoprotein cholesterol, often referred to as "good" cholesterol.

Some other common medical terms include:

• Inpatient: A patient who requires hospitalisation
• Intravenous: Medication or fluid delivered by vein
• Malignant: Indicates the presence of cancerous cells
• Outpatient: A patient who receives care without hospital admission
• Prognosis: The predicted outcome of disease progression and treatment
• Relapse: The return of disease or symptoms after recovery
• Sutures: Stitches used to join tissues during healing
• Transplant: The removal and implantation of an organ or tissue from one body to another
• Vaccine: A substance that stimulates antibody production to provide immunity against disease
• Zoonotic disease: A disease transmissible from animals to humans

Developing soft skills

To become a hospital receptionist, you will need to develop a variety of soft skills. These skills will help you provide excellent patient service, build strong relationships, and efficiently manage the front office. Here are some essential soft skills for hospital receptionists:

Communication Skills

Effective communication is vital for hospital receptionists. They need to be able to exchange information with clarity, conciseness, and professionalism. This includes verbal, non-verbal, and written communication. Active listening is also a crucial aspect of communication, as receptionists must be able to understand patient needs and concerns.

Interpersonal Skills

Building rapport and trust with patients, providing compassionate support, and effectively liaising with medical staff are all part of having strong interpersonal skills. Hospital receptionists should be able to interact with patients, families, and healthcare professionals with empathy, clarity, and professionalism.

Adaptability and Problem-Solving

Hospital receptionists often encounter unexpected situations, so being adaptable and a quick thinker is essential. They need to be able to handle emergencies, resolve conflicts, and manage patient concerns calmly and effectively. Problem-solving abilities help them navigate complex healthcare systems and provide accurate information to patients.

Organizational Skills

Organizational skills are crucial for keeping the front office running smoothly. Receptionists must manage appointment scheduling, patient check-in procedures, and medical record-keeping efficiently. They should also ensure that office and medical supplies are well-organized and that schedules are maintained.

Empathy

Hospital receptionists often interact with patients who are stressed, scared, or sick. Empathy allows them to respond to patients with patience and understanding, helping them feel safe and supported.

Technology Proficiency

With the healthcare industry's increasing digitalization, proficiency with technology is a must. Hospital receptionists should be able to navigate electronic health records (EHR), hospital management software, scheduling software, and general office software. Staying up-to-date with technological advancements ensures they can adapt to new tools and enhance patient care.

Developing these soft skills will help you excel as a hospital receptionist and provide the best possible experience for patients and their families.

Applying for jobs

When applying for jobs as a hospital receptionist, it is important to note that even entry-level positions often require experience in administration, reception, or another public-facing position. If you don't have any experience, consider taking on internships or volunteer roles to gain some. For example, positions that involve records management and administrative duties will be beneficial.

When applying, ensure that your resume is tailored to the specific job environment you are applying for, such as a small clinic or a large hospital. Include any educational credentials, certifications, and experience you have. Emphasize any customer service or retail experience you have, as these roles can be similar to working in a medical office, requiring multitasking, handling stressful customer interactions, and accuracy. If you have any HIPAA training, be sure to include this on your resume.

It is also a good idea to gain some prior knowledge of medical terminology, either through online courses or certificate and degree programs. This will help you stand out among other applicants and show that you are passionate about the role.

When applying for hospital receptionist roles, don't be discouraged if you don't hear back from employers right away. Keep applying, and consider applying for roles at larger hospitals or corporate hospitals, as they may have more job opportunities available.

Frequently asked questions