Front Office Supervisor

Job Description

Job Description

The Office Supervisor, under the direction of the Front Office Manager, is responsible for the overall success of one or more assigned medical practices across one or more locations. This role provides leadership, administration, and coordination of all clerical medical office activities, excluding tasks requiring professional medical judgment.

 

ESSENTIAL FUNCTIONS

• Supervise daily operations of the practice, coordinating staff work activities and schedules.
• Partner with the Clinical Manager and HR Director to hire, train, coach, evaluate, and implement progressive discipline for office staff.
• Manage front office scheduling, including time-off requests and payroll adjustments.
• Communicate policies, procedures, forms, updates, and requirements effectively to staff and providers.
• Train and retrain front office staff to ensure efficiency and compliance.
• Ensure staff adherence to compliance regulations, policies, and procedures in areas such as data entry, insurance, licensing, and timekeeping.
• Monitor staff attendance, address any discrepancies or patterns of concern, and work with team members to resolve attendance issues promptly and fairly.
• Review staff timecards on a weekly basis, identify and correct any errors or discrepancies, and ensure accuracy before payroll processing
• Foster employee engagement and appreciation through actionable plans and follow-through.
• Lead staff in delivering excellent patient experiences and develop initiatives to enhance patient satisfaction.
• Maintain and compile operational statistics and documentation to meet reporting and regulatory requirements.
• Oversee inventory of administrative supplies.
• Ensure smooth coordination between front and back office through effective communication and relationship building.

Note: This job description is not exhaustive and may change at any time with or without notice.

 

PHYSICAL DEMANDS

• Walking, squatting, sitting, bending, reaching: 75%
• Standing: 25%
• Lifting: 20–40 lbs, 0–25% of the time
• Additional requirements: grasping, pinching, turning, reaching above shoulder height, typing 60 wpm, operating multi-line phone systems, computer keyboard, and ten-key adding machine.

 

VISUAL, HEARING, AND MENTAL DEMANDS

• Adequate vision for reading displays and computer screens for extended periods.
• Adequate hearing for telephone and in-person communication.
• Ability to manage multiple tasks simultaneously, maintain accuracy in patient data entry, and handle stressful situations with tact.

Travel Requirements: Regular travel to assigned offices as needed, typically on a weekly basis.

 

Qualifications:

• Bachelor’s degree with at least one (1) year of supervisory or managerial experience, or Associate’s degree with two (2) years, or High School diploma (or equivalent) with three (3) years.
• Previous experience as a medical receptionist/lead or in a healthcare setting, preferably pediatrics.
• Strong interpersonal, oral, and written communication skills.
• Knowledge of medical terminology, technology, and front office operations/systems.
• Proven ability to provide excellent customer service, manage multiple tasks, and meet deadlines.
• Ability to build and maintain positive working relationships across diverse teams.
• Proficient in Microsoft Office programs (Word, Excel, PowerPoint).

Preferred Qualifications:

• Associate’s degree or higher in Health or Business Administration
• Certified Medical Office Manager (CMOM)

PIB is an Equal Opportunity Employer and is committed to a policy of equal treatment and opportunity in every aspect of its recruitment and hiring process without regard to age, alienage, caregiver status, childbirth, citizenship status, color, creed, disability, domestic violence victim status, ethnicity, familial status, gender and/or gender identity or expression, marital status, military status, national origin, parental status, partnership status, predisposing genetic characteristics, pregnancy, race, religion, sex, sexual orientation, unemployment status, veteran status, or any other legally protected basis. Women, racial and ethnic minorities, persons of minority sexual orientation or gender identity, individuals with disabilities, and veterans are encouraged to apply for vacant positions at all levels.