Front Desk Manager

Job Description

Job Description

Back to Health Physical Medicine is seeking an organized, personable, and highly dependable

Front Desk Manager to lead the daily front-office experience of our multidisciplinary medical

practice.

The Front Desk Manager is often the first and last point of contact for our patients and plays a

critical role in keeping the practice organized, welcoming, and running on schedule.

We are looking for someone who combines excellent customer service with strong

administrative instincts—someone who can warmly care for patients while also paying close

attention to schedules, details, follow-through, and the flow of the practice.

Responsibilities

Patient Experience Communication

• Greet and assist patients in a warm, professional, and efficient manner.
• Communicate with patients by phone, text, email, and in person.
• Schedule, confirm, reschedule, and manage patient appointments.
• Send required intake forms and other pre-appointment information.
• Help ensure patients understand what is needed before upcoming appointments.
• Respond appropriately to patient questions and route clinical questions to the
• appropriate team member.
• Help maintain a consistently professional and positive patient experience.

Scheduling Daily Front Desk Operations

• Maintain accurate patient schedules across applicable practice systems.
• Review upcoming appointments for required preparation, documentation, or verification.
• Prepare daily patient materials, including fee slips, travel cards, and exam-related documents.
• Monitor patient arrivals, wait times, appointment flow, and provider timing throughout the day.
• Identify scheduling problems or bottlenecks and proactively work with the team to resolve them.
• Maintain schedule changes and office closures in applicable systems.
• Help ensure front-desk processes are completed accurately and consistently each day.

Front Desk Leadership

• Take ownership of the organization, consistency, and performance of the front desk.
• Help establish and maintain front-desk procedures and checklists.
• Coordinate front-desk coverage and communicate coverage needs to practice leadership.
• Assist with training and onboarding employees on front-desk procedures.
• Monitor completion of assigned front-desk responsibilities and follow up whennecessary.
• Identify recurring patient-service or administrative problems and bring recommendedsolutions to practice leadership.
• Maintain clear communication between the front desk, clinical team, and management.

Administrative Support

• Maintain accurate patient information and administrative documentation.
• Assist with referrals, records, imaging coordination, faxes, and other patient administrative needs as assigned.
• Support appropriate document uploading and administrative preparation.
• Maintain front-office forms, templates, and supplies.
• Assist with portal announcements, office-closure communications, and other routine patient messaging.
• Support special administrative projects as needed.

What We're Looking For

The successful candidate will be someone who:

• Is genuinely warm, friendly, and comfortable interacting with patients throughout the day.
• Is highly organized and detail-oriented.
• Can manage interruptions without losing track of what needs to be completed.
• Notices when patients have been waiting too long or when the schedule is beginning to fall behind.
• Communicates confidently and professionally with patients and coworkers.
• Is comfortable taking ownership and providing direction when needed.
• Follows through without requiring repeated reminders.
• Can distinguish between administrative questions and matters that need to be handled by clinical staff.
• Learns new technology quickly and is comfortable working in multiple software systems.
• Remains composed and solution-oriented when the office becomes busy.
• Understands that excellent customer service includes both warmth and efficiency.

Requirements

Preferred Experience

• Previous medical front-desk, patient-coordination, healthcare-administration, or medical-office experience.
• Previous lead, supervisory, or management experience is preferred.
• Experience with patient scheduling and electronic medical record/practice-management systems.
• Familiarity with HIPAA and handling confidential patient information.
• Experience with referrals, imaging coordination, workers compensation, or Department of Labor patients is helpful but not required.
• Strong computer, phone, written communication, and organizational skills.

What Success Looks Like

A successful Front Desk Manager creates a front office that feels calm, organized, responsive,

and welcoming—even when the practice is busy.

Patients know what to expect. Appointments are properly prepared. Schedules are actively managed rather than passively observed. Communication reaches the right people. Problems are identified early. Clinical staff can focus on patient care because the administrative side of the patient experience is being handled reliably.

Most importantly, this person takes genuine ownership of the front desk and helps make it dependable operational center of the practice.

Benefits
Paid Time Off (PTO)###Health Insurance###Mon-Fri Schedule###Hands on Training###Career Growth Opportunities###