Virtual Medical Receptionist - Charm EHR Exp Preferred

We are seeking a friendly, bubbly, and highly articulate Virtual Front Desk Medical Receptionist with recent, hands-on Charm EHR experience to support a U.S.-based medical practice. Serving as the primary voice of the clinic, you will answer inbound phone calls, assist patients, manage provider schedules, and handle administrative task queues.

Because this position involves high-touch phone interaction, the ideal candidate possesses flawless, clear spoken English with a neutral, accent-free voice, paired with a warm, energetic, and engaging phone personality. Direct, recent experience with Charm EHR is required.

Working Environment & Core Schedule

• Role Title: Virtual Front Desk Medical Receptionist
• Status: Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM PST (US Pacific Standard Time)
• Core EHR Platform: Charm EHR (Recent experience required)
• Scope Exclusions: Insurance verification is not required for this role.

Top 3 Daily Tasks

1. Inbound & Outbound Phone Management: Answer incoming patient calls, take thorough messages, make outbound follow-up calls, and handle general inquiries with a warm, bubbly demeanor.
2. Appointment Scheduling: Book, confirm, reschedule, and optimize patient appointments directly within Charm EHR according to practice protocols.
3. General Administrative Support: Manage Charm EHR inbox queues, process patient portal messages, organize records, and provide overall practice administrative support.

Core Responsibilities

• Patient Phone Operations: Serve as the welcoming primary contact for the practice—answering calls promptly, assisting patients with enthusiasm, and conveying clear information.
• Charm EHR Schedule Optimization: Manage provider calendars in Charm EHR, filling cancellation slots, tracking patient follow-ups, and preventing schedule gaps.
• Patient Portal & Task Management: Review incoming Charm EHR portal messages, answer non-clinical administrative inquiries, and route clinical tasks to providers.
• Outreach & Reminders: Perform routine appointment confirmation calls, return missed calls, and deliver follow-up reminder messages to maintain patient retention.

• EHR Mastery (Mandatory): Direct, recent hands-on experience using Charm EHR for patient scheduling and front-office administration.
• Communication Skills: Flawless, accent-free spoken English with high articulation and a cheerful, articulate tone.
• Phone Personality: A naturally friendly, bubbly, warm, and confident demeanor over the phone that puts patients at ease.
• Receptionist Experience: Proven experience in medical reception, appointment scheduling, and patient messaging.
• Remote Setup: Quiet, private, HIPAA-compliant home workspace equipped with a reliable PC/Mac, high-speed primary internet, backup power/internet, and a noise-canceling USB headset.

Ideal Candidate Profile

You are a vibrant, articulate, and organized virtual receptionist who knows Charm EHR inside and out. You bring high energy and warmth to every patient call, keep provider calendars perfectly structured, and take pride in representing the practice with professionalism.