Front Office Manager

Front Office Manager

The Front Office Manager coordinates and oversees the daily operations of the front desk team to ensure efficient patient flow and exceptional customer service. This role combines administrative expertise with leadership responsibilities, including supervising front desk staff, managing scheduling accuracy, and resolving escalated patient concerns. The Front Desk Lead ensures compliance with healthcare regulations, maintains high standards of professionalism, and collaborates with clinical and administrative teams to optimize practice operations.

Responsibilities

• Coordinates administrative activities of front desk team
• Coordinates patient flow between front desk and clinical operations
• Oversees efficient and accurate demographic collections, audit team member activity for re-training and education opportunities.
• Oversees End of Day Closing process and Time of Service collections; troubleshoot daily cash reconciliation and posting issues
• Coordinates and submits orders for office supply needs
• Monitors and audits retail sales and product inventory
• Oversees and maintains facility compliance standards.
• Coordinates & assign staffs scheduling for daily needs
• Oversees, monitors, and works the appointment rescheduling queue timely
• Monitors and completes the process for appointment recalls and reminders as set by the individual practice SOP.
• Oversees the training and onboarding of new front desk team members and associates
• Collaborates with human resources and office manager(s) on annual performance/merit reviews, performance growth/goals, and disciplinary actions for assigned team members.
• Leads daily huddle and regularly scheduled team meetings
• Contributes to doctor schedule template creation and updates

All duties of a Front Desk Lead & Associate are maintained under the Supervisor title and expectations for completion remain the same. The Front Desk Supervisor is still responsible for working in a patient-facing capacity.

• Greet patients warmly and verify appointment details.
• Collect necessary documentation including ID, Insurance Cards, referral forms, etc.
• Book, confirm, and reschedule appointments
• Verify insurance eligibility and benefit coverage for all in-office visits, procedures, and tests
• Collect co-payments and outstanding balances; calculate patient's financial responsibility and communicate to patient; document in practice management system.
• Explain billing procedures
• Responsible for entering data in an accurate manner in practice management system as well as verify that existing information is accurate.
• Assist with preparation of patient charts prior to clinic as needed
• Answer phones and respond to inquiries
• Relay messages between patients and clinical staff
• Maintain protected health information in accordance with HIPPA/PHI guidelines
• Handle paperwork such as consent forms and HIPAA compliance
• Interacts with all internal and external customers in a caring and respectful manner.
• Accept deliveries of packages, mail, or other supplies from outside vendors
• Maintain a clean, organized, and welcoming reception area for all patients and visitors.
• Provide clear information about services, wait time, and policies
• Address patient concerns professionally and respectfully.
• Photocopy and fax records and forms according to established policies and procedures.
• Maintains patient confidentiality.
• Contributes to the team effort by completing additional tasks/projects as needed

Qualifications

• High School Diploma or the equivalent years related experience required
• Minimum of 2 year medical office experience
• Nextech/ICP experience strongly preferred

• Strong reliability with good attendance and punctuality.
• Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level.

Key Skills

• Strong interpersonal and communication skills
• Attention to detail for accurate data entry and insurance verification; strong organizational skills
• Intermediate/Advanced understanding of healthcare insurance payors and programs
• Ability to multitask in a fast-paced environment
• Familiarity with healthcare regulations (HIPAA, privacy laws)
• Basic math and cash handling

Company Benefits

We offer a competitive benefits package to our employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• HSA/FSA
• Telemedicine
• Generous PTO Package

We also offer the following benefits for FREE:

• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D
• Short Term Disability Insurance
• Long Term Disability Insurance

EyeSouth Partners is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.