Front Office Manager

Utah Fertility Center is seeking an experienced, organized, and compassionate Front Office Manager to lead our front office team and help ensure an exceptional experience for our patients. The Front Office Manager plays an important role in creating a welcoming, efficient, and patient-centered environment while supporting the day-to-day operations of our fertility center.

The ideal candidate is a strong leader who can balance patient needs, staff management, scheduling demands, and operational priorities in a fast-paced healthcare environment.
Key Responsibilities

Team Leadership & Management

• Lead, train, coach, and support front office staff.
• Oversee daily front office operations and ensure appropriate staffing and coverage.
• Establish clear expectations and hold team members accountable for performance and attendance.
• Provide ongoing feedback, recognize strong performance, and address concerns promptly.
• Assist with hiring, onboarding, training, and performance evaluations.
• Promote teamwork, professionalism, and a positive work environment.

Patient Experience

• Ensure patients receive compassionate, professional, and timely service from their first interaction with the clinic.
• Address patient concerns and assist with resolving issues appropriately.
• Monitor patient feedback and identify opportunities to improve the patient experience.
• Ensure front office staff maintain confidentiality and follow HIPAA and clinic policies.

Scheduling & Clinic Operations

• Oversee patient scheduling, check-in/check-out, phone coverage, and front desk workflows.
• Ensure appointments are scheduled accurately and efficiently based on provider and clinic guidelines.
• Monitor call volume, wait times, scheduling needs, and front office workflow.
• Work closely with clinical teams to coordinate patient flow and address scheduling challenges.
• Identify operational issues and implement solutions to improve efficiency.

Administrative & Financial Responsibilities

• Ensure accurate registration, demographic, insurance, and patient information.
• Ensure appropriate collection of patient payments and adherence to clinic financial policies.
• Monitor front office processes for accuracy and compliance.
• Assist with reporting, audits, and other administrative projects as needed.

Collaboration

• Work closely with physicians, nurses, medical assistants, financial counselors, and other departments to support patient care.
• Communicate operational concerns and staffing needs to leadership.
• Help implement new processes, technology, and workflows.
• Serve as a resource and point of escalation for front office staff.
• Other duties as assigned.

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• 2+ years of experience in a medical office, healthcare, or customer service management preferred.
• Previous supervisory or management experience preferred.
• Experience overseeing front desk, scheduling, patient access, or new patient coordination preferred.
• Experience in a fertility, OB/GYN, reproductive health, or specialty medical practice is preferred.
• Strong leadership, communication, organizational, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Strong customer service skills and a compassionate approach to working with fertility patients.
• Ability to lead, coach, and hold staff accountable.
• Proficiency with electronic medical records, scheduling systems, Microsoft Office, and other common healthcare technology.
• Ability to maintain confidentiality and handle sensitive patient information appropriately.

What We're Looking For

We are looking for someone who is patient-focused, dependable, approachable, and confident in leading a team. The right person will be comfortable stepping in when challenges arise, supporting their team, and finding ways to make our front office operations more efficient.

Because fertility care can be an emotional and time-sensitive experience for patients, this role requires someone who understands the importance of compassion, professionalism, communication, and attention to detail at every patient interaction.

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.