Front Desk Manager

Front Desk ManagerClarity Clinic is an interdisciplinary group private practice of Psychiatrists, Psychiatric Advanced Practice Providers (Physician Assistants), Psychologists, and Therapists. Our mission is to thoughtfully guide the whole person on their journey to find clarity and mental wellness by providing exceptional holistic care. Our staff of Psychiatrists, Advanced Practice Providers and Psychotherapists offer the latest medication, psychological assessment, and therapy treatment as we help guide our patients toward mental wellness and a balanced personal and professional lifestyle. Our team offers a broad range of specialties, services, and orientations to support and help all people regardless of their place in life. This multidisciplinary approach allows us to provide holistic care in psychiatry, psychotherapy and much more.Location: 501 Davis St, Evanston, ILShift Schedule: 12:00pm - 8:30pm (Monday-Friday) - Morning shift may be required occasionally based on organizational needsDuties & Responsibilities:Front Desk Operations & Daily CoverageBuild, adjust, and maintain daily PCC schedules to ensure uninterrupted front desk and phone coverageProactively manage coverage risks and escalate staffing gaps to the Clinic Operations Manager with clear mitigation optionsReallocate PCC resources in real time based on patient volume, call queues, and operational demandClinic Readiness & Environment of CareConduct daily clinic readiness walkthroughs prior to first patient arrival or after last patient departure, ensuring rooms, devices, supplies, and shared spaces meet operational and safety standardsEnforce opening and closing procedures with an emphasis on accuracy and completenessIdentify recurring environmental or readiness issues and drive corrective process improvementsProvider Flow & Schedule OptimizationReview provider schedules daily to identify unfilled slots, double-booking risks, and workflow bottlenecksMonitor provider utilization performance and escalate sustained underperformance to the Clinic Operations ManagerCall Management & Patient AccessActively manage phone coverage using RingCentral queue data to prevent call backlogs and patient dissatisfactionEnsure patient calls are answered, routed, and resolved in accordance with service standardsIntervene directly in escalated or high-risk patient concerns to achieve same-day resolution when possiblePoint-of-Sale (POS) & Financial ControlsOversee daily POS batch reconciliation and weekly deposit execution, ensuring 100% accuracy and documentationMonitor collection performance at the PCC and location level, driving accountability for missed opportunitiesIdentify training or compliance gaps related to payment processing and implement corrective actionsPCC Performance Monitoring & CoachingAudit PCC execution daily for check-in/check-out accuracy, insurance verification, portal management, and task routingProvide real-time coaching, retraining, and documentation for performance issuesLead weekly PCC huddles to reinforce priorities, performance expectations, and operational updatesTraining, Supervision & Workforce ReadinessOnboard and train new PCCs, ensuring training completion and competency are documentedPrepare structured, data-driven performance snapshots to support biweekly supervision with the Clinic Operations ManagerTrack and resolve timecard exceptions during payroll cycles to ensure accuracy and complianceSafety & ComplianceEnsure all new front desk staff complete required safety tours and compliance activitiesQualifications & Minimum Requirements:Strong organizational skillsExcellent written and verbal communication skillsCompassionate, patient-centered approachAbove-average critical thinking and problem-solving skillsOne year or more of experience in a healthcare environmentProficiency with basic computer programs, including Microsoft OfficeCustomer service experience in a medical setting (preferred)Familiarity with outpatient therapy services (preferred)Demonstrated commitment to patient satisfactionFlexibility to work at various office locations as neededPhysical Requirements:The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.While performing the duties of this role, the employee is regularly required to communicate verbally, stand, walk, sit, and use a computer keyboard. The employee may occasionally be required to lift or move up to 25 pounds.Other Duties:This job description is not intended to be an all-inclusive list of duties. Employees may be required to perform other related duties as assigned by their supervisor.Perks and Benefits:Full Time Salaried Compensation: $55,000-$65,000, package commensurate to years of experienceFull comprehensive benefits package including health, dental, vision, EAP services and moreMonthly Wellness Reimbursement/Stipend to promote your self-care routine & well-being401k match up to 4%Opportunities for growth and professional development15 days of accrued PTO and up to 5 sick/wellness daysWe celebrate diversity when it comes to all backgrounds and identities, and we encourage applications from minorities, LGBTQ+ individuals, candidates of all ages, and nontraditional backgrounds. Clarity Clinic an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.Please stay alert to protect yourself from sophisticated job scams during the recruiting process. Only emails that come from claritychi.com are legitimate recruiting messages. Our HR Team will not send emails from other domains, or message you using WhatsApp or text messaging. We conduct all interviews by phone or video, and we will never ask you for money or to download software either during the interview process, credentialing or during our onboarding process. More tips from the FTC to avoid job scams: