Front Office Supervisor

Job Description Job Description Job Description: Front Office Supervisor Reports to: Director of Operations Supervises: Patient Access Coordinator and other assigned front office personnel FLSA Status: Non-Exempt Employment Status: Full-Time, Nonexempt, unless otherwise designated Schedule: Monday through Friday, onsite Location: 5210 Thousand Oaks Dr., Suite 1333, San Antonio, Texas 78233 Website: Position Summary TEAMability is seeking an experienced, highly organized healthcare professional to lead daily front office operations and support patient access, insurance, authorization, financial-readiness, and revenue-support workflows. This is a hands-on working supervisor role for someone who enjoys solving problems, organizing complex workflows, interpreting insurance benefits, improving processes, coaching staff, and ensuring patient accounts are accurate and ready for care and reimbursement. The Front Office Supervisor will direct and support front office personnel while also researching benefits, resolving complex payer and authorization issues, reviewing patient records, supporting claim corrections, and helping TEAMability provide responsive, family-centered service. Primary Responsibilities Leadership & Team Management Supervise, train, coach, and support front office staff. Organize daily priorities, assign tasks, monitor completion, and coordinate phone, front desk, PTO, break, and staffing coverage. Manage front office work queues, trackers, and workflow-management systems while monitoring accountability and follow-through. Maintain a positive, collaborative, mission-aligned work environment while supporting staff development and team communication. Administrative Oversight Review patient accounts for accurate insurance, authorization, referral, diagnosis, billing-code, demographic, and documentation setup. Research, verify, interpret, and document insurance benefits, including copays, deductibles, coinsurance, visit limits, authorization requirements, and patient financial responsibility. Interpret payer requirements and support complex authorization cases, referral tracking, and continuity of care. Conduct chart audits and monitor quality, documentation, HIPAA, confidentiality, and workflow compliance. Maintain front office procedures, payer guides, supplies, equipment, workspace readiness, and other administrative workflows. Communication & Coordination Oversee patient communication standards, including call-out notifications, reminders, authorization-hold updates, and service recovery. Communicate professionally with patients, families, staff, providers, physician offices, insurance representatives, payers, billing partners, and external partners. Collaborate with the Director of Operations, Clinic Administrator, therapists, physician offices, payers, and billing partners; participate in operational, leadership, quality, compliance, and training meetings as required. Answer phones and assist with front office operations as part of the working supervisor role. Required Qualifications High school diploma or equivalent. At least three years of progressively responsible experience in healthcare administration, medical office operations, patient access, insurance verification, authorization management, revenue-cycle support, or a related healthcare setting. At least one year of experience in a lead, supervisory, training, workflow-coordination, or comparable leadership capacity. Experience in pediatric healthcare, outpatient rehabilitation, or therapy services. Demonstrated experience researching, verifying, and interpreting insurance benefits, prior authorization requirements, payer processes, and patient financial responsibility. Experience using an electronic medical record or electronic health record system, navigating insurance payer portals, and using common office technology including Microsoft Outlook, Word, Excel, and Teams. Strong organizational, analytical, communication, documentation, and problem-solving abilities. Demonstrated ability to manage competing priorities and work effectively with frequent interruptions. Ability to maintain patient confidentiality and follow HIPAA and organizational privacy requirements. Ability to communicate professionally with patients, families, staff, providers, physician offices, insurance representatives, and external partners. Ability to assign, prioritize, monitor, and document work using organizational tracking systems and task boards. Preferred Qualifications Associate’s or bachelor’s degree in Healthcare Administration, Business Administration, Medical Office Administration, Operations Management, Nonprofit Management, or a related field. Experience with Medicaid, Medicaid MCOs, CSHCN, Medicare, commercial insurance, waiver programs, or other applicable payer programs. Experience supporting claim edits, rejection resolution, denial prevention, or other revenue-cycle activities. Experience conducting chart audits or quality assurance reviews. Experience creating workflows, procedures, training materials, or process improvements. Experience with project-management software; Monday.com experience preferred. English/Spanish bilingual proficiency preferred. Core Competencies Independent judgment Insurance-benefit interpretation Operational problem-solving Root-cause analysis Workflow organization Staff leadership and coaching Accountability and follow-through Revenue-readiness awareness Quality-assurance mindset Professional family communication Conflict resolution Process improvement Attention to detail Ability to move between analysis and direct operational support Schedule and Attendance Expectations Full-time, Monday through Friday. Onsite at TEAMability’s clinic. Regular and reliable attendance is an essential function of the position. Work hours will be established based on clinic and front office coverage needs. Must be available to support front office opening, closing, lunch, PTO, call-out, and high-volume coverage as assigned. Occasional schedule adjustments may be required to support clinic operations, staff training, meetings, or patient needs. Participation in operational, leadership, quality, compliance, and training meetings may be required. Physical and Work Environment Requirements Ability to perform prolonged computer and desk work. Ability to sit for extended periods and periodically stand or walk throughout the clinic. Frequent use of a keyboard, mouse, telephone, scanner, printer, copier, fax equipment, payment device, and other office technology. Ability to read and review detailed information on computer screens, paper documents, payer portals, and patient records. Ability to communicate clearly by telephone, electronically, virtually, and in person. Ability to move between front desk, administrative, meeting, clinic, supply, and records areas as needed. Ability to reach, bend, stoop, and access office supplies, files, and equipment. Ability to lift and carry office supplies or materials weighing up to 20 pounds, with or without reasonable accommodation. Ability to work in an active outpatient clinic environment with frequent interruptions, competing priorities, telephone activity, patient and visitor interaction, and sensitive health information. Ability to maintain accuracy, professionalism, confidentiality, and sound judgment in a fast-paced environment. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position. Compensation & Benefits Salary range ($50,000 - $67,000 annually) commensurate with education, relevant experience, insurance and revenue-cycle knowledge, leadership experience, bilingual proficiency, and organizational compensation practices. Benefits and paid leave are provided according to TEAMability policies and the employee’s eligibility and employment classification. A supportive, mission-driven work environment dedicated to collaboration, responsive family-centered service, and continuous process improvement. TEAMability is an equal opportunity employer. We are committed to building a diverse and inclusive team and encourage applications from individuals of all backgrounds and experiences. Join us and be part of a mission that empowers individuals with disabilities to reach their full potential and experience the joy of success. #J-18808-Ljbffr