Medical Front Office Team Lead

Job Overview
We are seeking an experienced and organized Front Office Supervisor to lead our pediatric practice’s front desk operations. This individual will play a key leadership role in managing front office staff, ensuring efficient patient check-in/check-out processes, verifying insurance benefits, understanding OHP coordination of benefits, maintaining accurate medical records, delivering excellent customer service, optimizing patient schedules, leading team huddles and developing team workflows, and training new team members. The ideal candidate has previous supervisory experience, leading a team in a medical office and thrives in a fast-paced, child-friendly environment.

Responsibilities

• Greets and welcomes guests upon arrival, ensuring a positive first impression.
• Manages check-in and check-out processes efficiently while maintaining accurate records.
• Answers phone calls with professionalism, addressing inquiries and providing information about services while maintaining conversation efficiency.
• Handles appointment scheduling and changes, and cancellations using computerized systems, ensuring accuracy in bookings.
• Maintains an organized front desk, checkout desk, and medical records area, managing office supplies and documentation effectively.
• Collaborates with other departments to ensure seamless service for patients.
• Performs proofreading of documents and communications to ensure clarity and correctness.
• Verifies patient insurance eligibility and benefits timely and accurately, processes prior authorization requests as needed
• Completes, provides to patient, and keeps track of, Good Faith Estimates (as applicable)
• Scans documents and maintains PHI
• Processes incoming and outgoing medical records requests
• Requests and processes ED reports
• Is the HIPAA officer for staff and patients to turn to for HIPAA-related questions
• Retrieves superbills from billing department and scans them into patient charts
• Prepares paperwork for new & returning patients
• Verifies all patient paperwork is correctly filled out and submitted
• Leads the patient care coordination team effectively, implementing workflows to improve efficiency; following procedures, guidelines, and expectations set by the Practice Manager; attends meetings with the Practice Manager and other departments.
• Supervises, trains, and supports front office staff, including scheduling, performance reviews, and daily task oversight.
• Oversees patient reception and registration processes to ensure smooth, timely, and professional service.
• Maintains and safeguards medical records in compliance with HIPAA and office policies.
• Monitors and improves front desk workflows, identifying areas for efficiency and improved patient experience.
• Serves as the point of contact for front office escalations, patient concerns, or scheduling issues.
• Collaborates with clinical and administrative teams to coordinate patient flow and communication.
• Ensures front office coverage.
• Maintains inventory of front office supplies and manages related administrative duties.
• This list is not meant to be exhaustive. Other duties may be assigned as appropriate.

Qualifications

• Effective ability to lead with experience supervising, training, and working alongside a medical front office team.
• Proven experience in customer service or administrative roles, preferably in a medical setting.
• Strong organizational skills with the ability to multitask effectively.
• Excellent phone etiquette and interpersonal skills for effective communication with guests and team members.
• Proficiency in office management tasks, including filing, scheduling, and data entry.
• Computer literacy is essential
• A detail-oriented mindset with strong proofreading skills to maintain high standards of communication.
• Strong written and verbal skills

Join our team as the Front Office Supervisor (medical reception, medical records, insurance benefit specialist, referral coordination, etc.) where you can contribute to creating memorable experiences for our families while developing your career in a dynamic environment!

Job Type: Full-time

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• How many WPM to you type?
• Please explain your experience with Release of Information (medical records management and transfer)
• Please speak to your interest in this role
• Please speak to your skills in reading, writing, and speaking English. Include information on spelling, grammar, and professional tone.
• Two part question regarding pay: What is your desired hourly salary? What is your minimum required hourly salary?

Education:

• High school or equivalent (Required)

Experience:

• Medical office: 1 year (Required)
• supervisor or leading a team: 1 year (Required)
• Medical office management: 1 year (Required)
• insurance benefits verification: 1 year (Required)

Language:

• another language fluently (Preferred)

Ability to Commute:

• Portland, OR 97225 (Required)

Work Location: In person