Front Office Manager

Front Office Manager

Child and Family Guidance is recruiting a Front Office Manager to provide leadership and operational oversight for front office functions across six outpatient mental health clinic locations. This position ensures exceptional patient service, efficient administrative workflows, consistent front office practices, and compliance with organizational, payer, and regulatory requirements. The Front Office Manager serves as a key liaison among front office staff, clinical teams, billing/revenue cycle partners, and leadership to support patient satisfaction and organizational goals.

Job Summary:

• Oversee day-to-day front desk operations to support efficient patient flow, timely service, and a professional patient experience.
• Standardize front office procedures and maintain consistent administrative practices across all clinic locations.
• Monitor appointment scheduling, patient registration, check-in/check-out processes, and patient communication workflows.
• Ensure accurate collection and verification of patient demographic, insurance, and financial information.
• Identify and implement opportunities to improve workflows, service quality, and operational efficiency.
• Serve as the primary point of contact for front office operational matters across all clinic sites.
• Collaborate with providers, clinical staff, billing/revenue cycle teams, and leadership to address operational needs and resolve issues.
• Participate in leadership meetings and contribute updates, recommendations, and operational insights.
• Prepare and present operational reports, staffing updates, and performance metrics as requested.
• Oversee insurance verification and eligibility processes to support accurate registration and reimbursement.
• Ensure appropriate collection of copays, deductibles, and outstanding balances in accordance with organizational procedures.
• Monitor front office practices that impact billing accuracy, claims processing, and revenue cycle performance.
• Partner with billing and revenue cycle teams to resolve registration, insurance, and payment-related issues.
• Review front office performance metrics related to financial collections, registration accuracy, and workflow effectiveness.
• Maintain compliance with HIPAA, state regulations, payer requirements, and organizational policies.
• Conduct audits of patient registration documentation and front office workflows to support accuracy and compliance.
• Ensure front office staff receive ongoing training related to confidentiality, compliance, and required procedures.
• Maintain accurate records and reporting related to front office operations.
• Supervise, coach, and support Medical Receptionist Leads and Medical Receptionist staff across six clinic locations.
• Recruit, hire, onboard, train, and evaluate front office staff in collaboration with leadership and Human Resources, as applicable.
• Conduct regular team meetings, monthly supervision, and performance reviews to support accountability and development.
• Develop employee schedules and ensure adequate staffing coverage across all clinic locations.
• Monitor employee attendance, productivity, quality of work, and performance metrics.
• Manage and oversee inventory, procurement, distribution, and replenishment of clinical, office, operational, and breakroom supplies to ensure continuous availability, cost efficiency, and compliance with organizational standards.
• Foster a positive, professional, and patient-centered work environment.
• Address employee concerns, support conflict resolution, and implement corrective action when necessary in accordance with organizational policy.

Knowledge & Skills:

• Strong leadership, coaching, and team development skills.
• Excellent customer service, problem-solving, and conflict resolution abilities.
• Knowledge of medical terminology, insurance verification, and patient registration processes.
• Understanding of HIPAA and healthcare compliance requirements.
• Strong organizational, time-management, and follow-through skills.
• Ability to analyze workflows, identify barriers, and implement process improvements.
• Excellent written and verbal communication skills.
• Proficiency with electronic health record systems, scheduling software, and Microsoft Office applications.
• Ability to travel between clinic locations as needed.

Education:

• High school diploma or equivalent required.
• Minimum of one year of management or supervisory experience required.
• Multi-site healthcare management experience preferred.
• Experience in behavioral health, mental health, or outpatient healthcare settings preferred.
• Knowledge of standard office equipment, including facsimile, scanner, and phone systems.

Physical Skills:

• Ability to perform the physical demands of the role, including bending, sitting, lifting, and driving.
• Ability to listen and speak clearly with clients and staff by telephone, in person, or through computer-based communication.
• Ability to lift up to 50 pounds.
• Ability to travel regularly between six clinic sites.

• Perform other duties as assigned by the Sr. Director of Mental Health Services or Executive Leadership.
• Scheduled hours and work locations are subject to change based on organizational needs.

Benefits:

Comprehensive benefits offered: Medical, Dental, Vision, Basic Life, Short term disability, Long term disability, Voluntary life, Accidental death & dismemberment, Voluntary Accident, Critical Illness, Legal & 401K

Paid time off (vacation and sick time)

About Us:

A community leader since 1896, Child & Family Guidance Center takes a comprehensive approach to treating individuals with complex mental and behavioral health challenges throughout seven North Texas counties - Dallas, Collin, Ellis, Hunt, Kaufman, Navarro, and Rockwall. Since our establishment, we have been committed to providing quality, compassionate care to those in need. Today, we take immense pride in providing a wide range of comprehensive mental health services tailored to meet the unique needs of every North Texan. At Child & Family Guidance Center, we believe everyone deserves access to quality care, so no one is ever turned away-regardless of their ability to pay. From initial assessment to ongoing care, our doctors and counselors are committed to helping tens of thousands of North Texans each year recover from trauma caused by abuse, severe neglect, and poverty-empowering them to thrive in their communities.