Office Manager I

Front Desk Supervisor

The Front Desk Supervisor is responsible for overseeing the daily administrative and operational functions of the front desk while maintaining an active, patient-facing role. This position coordinates front desk workflows to ensure efficient patient flow between administrative and clinical teams, accurate demographic and financial data collection, and exceptional patient care. The supervisor supports end-of-day processes, inventory and supply management, medical records requests, and compliance with healthcare regulations. Working closely with leadership and clinical teams, the Front Desk Supervisor fosters excellent patient experiences, maintains operational efficiency, and leads the front desk team in a fast-paced healthcare environment.

Responsibilities include:

• Coordinating administrative activities of front desk team
• Coordinating patient flow between front desk and clinical operations
• Overseeing efficient and accurate demographic collections, audit team member activity for re-training and education opportunities.
• Overseeing end of day closing process and time of service collections; troubleshooting daily cash reconciliation and posting issues
• Coordinating and submitting orders for office supply needs
• Monitoring and auditing retail sales and product inventory
• Overseeing and maintaining facility compliance standards.
• Coordinating and ensuring all medical records requests received from patient, medical office, or other entity are completed in a timely and efficient manner
• Coordinating & assigning staffs scheduling for daily needs
• Overseeing, monitoring, and working the appointment rescheduling queue timely
• Monitoring and completing the process for appointment recalls and reminders as set by the individual practice SOP.
• Overseeing the training and onboarding of new front desk team members and associates
• Collaborating with human resources and office manager(s) on annual performance/merit reviews, performance growth/goals, and disciplinary actions for assigned team members.
• Leading daily huddle and regularly scheduled team meetings
• Contributing to doctor schedule template creation and updates

All duties of a Front Desk Lead & Associate are maintained under the Supervisor title and expectations for completion remain the same. The Front Desk Supervisor is still responsible for working in a patient-facing capacity.

• Greet patients warmly and verify appointment details.
• Collect necessary documentation including ID, Insurance Cards, referral forms, etc.
• Book, confirm, and reschedule appointments
• Verify insurance eligibility and benefit coverage for all in-office visits, procedures, and tests
• Collect co-payments and outstanding balances; calculate patient's financial responsibility and communicate to patient; document in practice management system.
• Explain billing procedures
• Responsible for entering data in an accurate manner in practice management system as well as verify that existing information is accurate.
• Assist with preparation of patient charts prior to clinic as needed
• Answer phones and respond to inquiries
• Relay messages between patients and clinical staff
• Maintain protected health information in accordance with HIPPA/PHI guidelines
• Handle paperwork such as consent forms and HIPAA compliance
• Interacts with all internal and external customers in a caring and respectful manner.
• Accept deliveries of packages, mail, or other supplies from outside vendors
• Maintain a clean, organized, and welcoming reception area for all patients and visitors.
• Provide clear information about services, wait time, and policies
• Address patient concerns professionally and respectfully.
• Photocopy and fax records and forms according to established policies and procedures.
• Maintains patient confidentiality.
• Contributes to the team effort by completing additional tasks/projects as needed

Qualifications:

High School Diploma or the equivalent years related experience required Certified Patient Services Specialist (CPSS) certification required Minimum of 2 year medical office experience Nextech/ICP experience strongly preferred Strong reliability with good attendance and punctuality. Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level.

Company Benefits:

We offer a competitive benefits package to our employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• HSA/FSA
• Telemedicine
• Generous PTO Package

We also offer the following benefits for FREE:

• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D
• Short Term Disability Insurance
• Long Term Disability Insurance

EyeSouth Partners is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.