ASSISTANT FRONT OFFICE MANAGER

2 weeks ago

Springfield MA USA, United States Caring Health Center Full time
General Description:

Responsible to assist Front Office Operations Manager in the oversight of the Main Street Site front office operations, inclusive of the following: enrollment registration, scheduling, medical records, switchboard/telephone coverage, interpreter services, greeting the public and overseeing the waiting room, and responsibility for clerical functions related to in-take of patients. This position requires the individual to work in the capacity of all Front Office Operations, wherever there is a need for coverage.

Reports to: Senior Front Office Operations Manager

Salary/Status: Non-Exempt

Department: Front Office

Minimum Requirements:

* Knowledge in human services/health related field with one to two years related experience in customer service or Associates Degree preferred.
* Strong communication, written and interpersonal skills
* Basic computer skills
* Detail-oriented; able to work accurately and efficiently in a fast paced environment.
* Friendly, reliable, and professional both in behavior and appearance.
* Ability to establish and maintain effective working relationships with other employees, individuals seeking assistance and the general public.
* Demonstrated decision making and problem solving competencies.

Principle Responsibilities and Duties:

* Collaborate with the Medical Practice Manager, Senior Front Office Operations Manager, Assistant Front Office Operations Managers, and Clinical Managers to assure for smooth patient flow and quality assurance.
* Maintain minutes of all meetings.
* Ensure consistency and continuity of patient care and flow.
* Foster a good working relationship with Ancillary Services, Fiscal and Medical Divisions, Dental and specialty departments. Develop a good referral mechanism between these groups and the Front Office Staff.
* Ensure Front Office Staff adheres to all policies and procedures.
* Reduce variability of work processes between all sites and services for a consistent patient experience.
* Monitor staff performance; maintain staff reviews.
* Assign lunch and break time, ensuring for proper staff coverage at all times.
* Order and monitor delivery of all supplies needed for front office.
* Ensure productivity reports are followed through with other staff.
* Collect all co-pays from patients, ensuring the money is kept in a safe place.
* Ensure that the petty cash fund is reconciled at all times. Ensure that the funds are kept in a secure location, such as a locked cash box or desk drawer.
* Complete all staff time sheets, making sure they are delivered to the payroll in a timely manner.
* Maintains staff by recruiting, selecting, orienting, and training employees
* Perform good-will duties for patients, answer complaints, promote and ensure patient satisfaction.
* Work closely with the billing department to ensure all medical encounter/billing forms are properly checked off and accounted for.
* Monitor timely opening and closing of facility.
* In the waiting room, greet the patients and visitors with a friendly, professional manner.
* Oversees visitor/patient activities. Monitors use of TV/VCR, water cooler, and furnishings; ensures that waiting room, front entry and reception desk are orderly and professional in appearance.
* Ensures that telephone inquiries are handled in a professional, friendly manner.
* Maintain confidentiality of all health center information.
* Preforms all and any additional duties as requested.

Physical Requirements:

Prolonged periods of sitting at a desk and writing on a computer.

Working Conditions:

* This position may require the ability to work long and arduous hours.
* This position also requires the ability to use a computer, work at a computer workstation, viewing a CRT and have some knowledge of a keyboard.
* Requires rotation with other Front Office personnel with little or no notice and can be between facilities.
* In addition, you will be required to cover later clinic hours including weekends between any Caring Health Center locations.

JOB CODE: 10

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