Front Office Supervisor (Medical Practice)

Job Summary
The Front Office Supervisor plays a pivotal role in ensuring the smooth operation of the front desk at our facility. This position is responsible for overseeing the daily administrative functions, managing staff, and providing exceptional customer service to patients and visitors. The ideal candidate will have experience in a medical environment, possess strong clerical skills, and be familiar with medical records management.

The Front Office Supervisor is responsible for managing the front office operations of the practice, ensuring a seamless experience for patients from the moment they walk in or call. This role involves a combination of administrative and patient-facing duties, managing office staff, scheduling, and overseeing patient flow. You will be a critical point of contact for both patients and providers, creating an efficient, pleasant atmosphere within the practice.

Responsibilities

Front Desk Operations

• Greet patients in a friendly and professional manner, ensuring a welcoming and supportive environment.
• Answer incoming calls, schedule appointments, handle inquiries, and direct calls to the appropriate department or staff member.
• Check-in/check-out patients, verify insurance, update patient records, and process any payments or copays.
• Manage patient flow, ensuring that appointments run on time and efficiently.
• Assist patients with filling out forms, obtaining necessary information, and processing documents.
• Maintain a clean, organized front office space to ensure a positive and professional patient experience.

Scheduling & Coordination

• Schedule and confirm appointments, including both primary care and aesthetic treatments, while optimizing provider schedules.
• Follow up on missed appointments and reschedule as necessary.
• Coordinate referrals to specialists and other medical providers as needed.

Insurance & Billing

• Verify insurance information and process billing claims as needed.
• Assist patients in understanding their insurance coverage, copayments, and out-of-pocket costs.
• Work with the billing department to ensure accurate data entry for patient accounts and proper billing procedures.

Front Office Team Management

• Supervise and manage the front office team, including other receptionists, office assistants, and scheduling staff.
• Provide training and support to new team members, ensuring they understand office policies and procedures.
• Maintain a positive work environment, encouraging teamwork and excellent communication.

Patient Support & Problem-Solving

• Handle patient concerns or complaints professionally and empathetically, ensuring quick resolution.
• Assist patients in navigating the practice’s services, including both primary care and aesthetic treatments.

General Administrative Duties

• Maintain and organize patient files and confidential medical records in compliance with HIPAA regulations.
• Assist with daily office operations, including ordering supplies, managing equipment, and maintaining inventory.
• Handle correspondence, such as sending reminder notices and follow-up communications.
• Supervise front desk operations, ensuring efficient workflow and high-quality service.
• Manage scheduling for appointments and coordinate with medical staff to optimize patient flow.
• Handle patient inquiries and concerns with professionalism and empathy.
• Maintain accurate medical records and ensure compliance with ICD-9 and ICD-10 coding standards.
• Process medical collections and manage billing inquiries effectively.
• Train and mentor front desk staff on best practices in customer service and administrative procedures.
• Operate phone systems to manage incoming calls and direct them appropriately.
• Collaborate with dental clinic staff to streamline operations and enhance patient experiences.
• Ensure the front desk area is organized, welcoming, and compliant with health regulations.

Qualifications

• High school diploma or equivalent; medical office certification or degree preferred.
• Previous experience in a medical office setting, preferably in primary care or aesthetics.
• Proficiency with electronic health record (EHR) systems and medical scheduling software
• Knowledge of medical terminology and insurance processes.
• Excellent verbal and written communication skills, with the ability to communicate clearly and effectively with patients, staff, and providers.
• Proficient in managing medical collections processes.
• A professional demeanor and the ability to handle sensitive patient information with confidentiality and care.
• Ability to manage a team, foster a positive office culture, and ensure patient satisfaction.
• Strong organizational skills to manage multiple tasks in a fast-paced environment.

This position requires a dedicated individual who can thrive in a dynamic healthcare setting while providing outstanding support to both patients and team members.

Job Type: Full-time

Pay: $17.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Medical Specialty:

• Primary Care

Schedule:

• Monday to Friday
• No weekends

Work Location: In person