Lead Front Desk Manager

Job DescriptionJob DescriptionBenefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Donation matching
• Employee discounts
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

Job Title: Lead Front Desk Manager

As Lead Front Desk Manager at our integrative primary care medical clinic, you play a crucial role in overseeing the smooth operation of our front desk and ensuring exceptional patient service. You are responsible for managing the front desk staff members, scheduling their working days and hours, coordinating various tasks, and maintaining efficient clinic operations. Additionally, you will oversee inventory management of supplements, order supplies, handle patient communications, and manage the front desk staff bucket in the Athena EHR system.

The ideal candidate is detail-oriented, possesses excellent leadership skills, and has a strong background in medical clinic operations.

Responsibilities:
Lead and Supervision:
Supervise and provide guidance to the front desk staff, ensuring high-quality performance.
Create work schedules for the front desk staff, coordinating coverage and managing time-off requests.
Conduct regular performance evaluations, provide feedback, and identify areas for improvement.
Foster a positive and collaborative work environment, promoting teamwork and professional growth.
Enforce existing policies and procedures. Identify areas for improvement and implement updated policies and procedures as needed.
Inventory Management and Ordering:
Oversee the inventory of supplements, ensuring appropriate stock levels and reordering as needed.
Research and select reputable vendors for supplement orders, considering quality, pricing, and delivery times.
Monitor and track supplement inventory, conducting regular audits to prevent stockouts or excess inventory.
Collaborate with the clinic's healthcare providers to determine the optimal selection of supplements.
Front Desk Operations:
Manage the front desk area, ensuring a welcoming and organized environment for patients and staff.
Coordinate patient appointments, registrations, check-ins, and check-outs efficiently.
Oversee the timely and accurate collection of patient information and verify insurance details.
Address patient inquiries, concerns, and complaints promptly and professionally, ensuring patient satisfaction.
Close the loop with patient communications, including appointment reminders, follow-up calls, and test results.
Office Supplies and Equipment:
Monitor inventory levels of office supplies and place orders to replenish as needed.
Maintain relationships with vendors to ensure timely and cost-effective procurement of office supplies.
Coordinate maintenance and repairs of office equipment, such as computers, printers, and telephones.
Departmental Coordination:
Collaborate with various departments within the clinic to ensure smooth interdepartmental communication and coordination.
Liaise with the medical staff, nursing team, billing department, and other stakeholders to address operational needs and resolve issues.
Facilitate effective communication between departments, promoting a cohesive and collaborative work environment.
Athena EHR Management:
Manage the front desk staff bucket in the Athena EHR system, ensuring accurate and up-to-date patient information.
Provide training and support to front desk staff regarding the proper use of the Athena EHR system.
Collaborate with the IT department to troubleshoot and resolve EHR-related issues.

Qualifications:

• Proven experience in medical clinic operations, particularly in a front desk or administrative role.
• Strong leadership and supervisory skills with the ability to motivate and inspire a team.
• Excellent organizational and time management abilities to handle multiple tasks and priorities effectively.
• Proficiency in using electronic health record (EHR) systems, preferably Athena EHR.
• Exceptional communication skills, both written and verbal, with a strong customer service focus.
• Attention to detail and accuracy in maintaining records, managing inventory, and coordinating schedules.
• Ability to work collaboratively with various stakeholders and departments.
• Knowledge of integrative primary care concepts and familiarity with supplement inventory management is a plus.

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