Front Desk Team Manager

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Front Desk Team Manager

About Us At No Diet Dietitian, we are a team of Registered Dietitian Nutritionists helping clients achieve their health and wellness goals in a positive, sustainable way. We are a fast-growing company seeking a Front Desk Team Manger who can both perform day-to-day receptionist duties and lead the Front Desk team.

Position Summary

The Front Desk Team Manger is responsible for managing the scheduling and administrative tasks and personnel at No Diet Dietitian. This includes handling daily administrative and customer service tasks, overseeing workflow, setting performance expectations, improving procedures, and providing training and support for other front desk team members (as needed).

This is a hands-on leadership role ideal for someone who thrives in both doing and managing.

Key Responsibilities

Receptionist Duties

• Serve as the primary point of contact for all incoming calls and messages
• Provide exceptional customer service.
• Schedule appointments, collect and confirm patient information, and ensure documentation is complete.
• Invoice clients, collect balances and no-show fees, and address patient financial questions.
• Confirm next-day appointments and communicate necessary information to patients.
• Manage inbound and outbound electronic faxes.
• Follow up on missed appointments and send required notifications.
• Handle patient concerns or grievances as the first point of contact.
• Contact health insurance companies for benefit verifications or claim issues.
• Accurately enter and update data in spreadsheets, CRM, EHR, and other internal tracking systems.
• Support internal meetings and projects.
• Perform miscellaneous administrative reporting for the COO and CEO.

Management Duties

• Oversee and continuously improve front desk workflows, systems, and documentation.
• Monitor performance metrics and develop strategies to improve team efficiency and service quality.
• Train, mentor, and support other receptionists and administrative staff (as applicable).
• Create SOPs and train others on best practices.
• Serve as a liaison between the Front Desk team, leadership, and other teams.
• Actively seek feedback and implement process improvements.
• Report performance trends and challenges to leadership.

What We're Looking For

Required Competencies

• Strong leadership and organizational skills with a hands-on approach.
• Excellent verbal and written communication skills.
• Ability to work independently while managing multiple responsibilities, including supervision of a team
• High emotional intelligence; skilled in managing patient concerns with empathy and professionalism.
• Strong working knowledge of HIPAA and patient confidentiality.
• Proficiency in spreadsheets and reporting.
• Detail-oriented with excellent time management skills.
• Experience with supervision and management of a high-performing team.
• Comfortable navigating technology platforms and resolving basic technical issues.
• Familiarity with the following systems is a plus:
• Google Suite, especially Google Sheets
• HubSpot CRM
• SimplePractice EHR
• Project Management Systems including Asana and ClickUp

Qualifications

• Bachelor's degree preferred.
• Minimum 3 years of receptionist or administrative experience in a healthcare setting.
• Minimum 3 years experiencing managing a growing team.

Schedule & Work Requirements

• Full-time, remote position (Monday-Friday).
• Must be available during Eastern Time Zone hours.
• Must have a quiet and confidential space to take calls, in compliance with patient privacy laws.

Ideal Candidate

You are someone who enjoys being deeply involved in the work but also has the initiative, insight, and experience to identify opportunities for improvement. You are excited by the opportunity to shape and grow a team of highly skilled professionals at a rapidly growing company. You're as comfortable leading a process as you are executing it — and you're ready to help build and grow a high-functioning, people-first team.

Job Type: Full-time

Pay: $55,000 - $65,000 / year

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Paid time off
• Health Insurance
• Employer discounted Life, short-term, and long-term disability insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Eastern Time Zone

Work Location:

• Fully Remote

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: Remote