Front Office Lead

Position Summary:
We are seeking a highly motivated and detail-oriented Front Office Lead to join our team. In this role, you will supervise and coordinate the activities of the office staff while ensuring the smooth operation of daily office functions, including patient reception, scheduling, billing, record-keeping, and facility maintenance. As the Front Office Lead, you will play a key role in maintaining a high level of patient satisfaction, ensuring operational efficiency, and supporting both staff and management.

Key Responsibilities:

• Supervise and coordinate office activities, including patient scheduling, billing, mail distribution, and record-keeping.
• Regularly update the practice’s Google Calendar and handbook to ensure accuracy.
• Conduct orientation and on-the-job training sessions for new hires, and develop training programs based on staff needs.
• Ensure all team members are trained on operational functions and company policies.
• Monitor and arrange ongoing technical training and personal development opportunities for staff.
• Prepare and review operational reports, ensuring accuracy and efficiency in scheduling and office processes.
• Handle daily deposits, ensuring slips match and are deposited to the bank accurately.
• Balance the cash drawer and ensure all money is accounted for and securely stored.
• Address patient complaints beyond staff level, offering resolutions and solutions.
• Analyze and recommend internal process changes to improve operations.
• Coordinate staffing schedules and manage vacation requests to ensure optimal office function.
• Manage office supplies inventory, controlling costs and ensuring proper distribution.
• Monitor office cleanliness, safety, and security standards, ensuring a well-maintained work environment.
• Collaborate with the doctor to stay informed of any operational changes.
• Participate in monthly staff meetings and contribute ideas for office improvements.
• Conduct annual job reviews for staff members.
• Manage staff additions and dismissals.
• Inspect work areas and equipment to ensure they meet established cleanliness and maintenance standards.
• Represent the practice in a professional, pleasant, and cooperative manner at all times.
• Maintain consistent, punctual attendance and adhere to office policies regarding time off.
• Handle multiple deadlines and tasks efficiently, both independently and as part of a team.
• Sort and distribute mail, and maintain well-organized file systems for quick access.
• Occasionally participate in travel for continuing education.
• Ensure payroll is timely and accurate.
• Serve as the HIPAA Officer and ensure compliance with privacy standards.
• Run and analyze management reports to assess the office’s performance.

Success Factors:

• Professional and pleasant demeanor at all times while representing the practice.
• Strong organizational skills and attention to detail.
• Ability to efficiently manage multiple tasks and deadlines.
• Flexibility and adaptability to change as needed.
• Self-starter with the ability to work both independently and as part of a team.
• Anticipates the needs of both the doctor and patients to ensure satisfaction.
• Open to constructive criticism and continuous self-improvement.

Qualifications:

• Proven experience in a leadership or supervisory role within an office setting.
• Excellent organizational, communication, and interpersonal skills.
• Ability to manage multiple tasks simultaneously and remain organized in a fast-paced environment.
• Knowledge of office procedures, billing, scheduling, and general administrative functions.
• Strong problem-solving skills and the ability to handle patient concerns with professionalism.
• Familiarity with HIPAA regulations and confidentiality standards.

If you are a motivated and organized professional with the ability to lead a team and contribute to the growth of our practice, we encourage you to apply!

To Apply:
Please submit your resume and a cover letter detailing your relevant experience and why you are a great fit for the Front Office Lead position.

We look forward to hearing from you!

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Paid time off

Schedule:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $20