Front Office Supervisor

Position Summary:

The Front Office Supervisor is responsible for leading and overseeing the daily operations of the front office at Fortuna Family Medicine Inc. This includes supervising front desk staff, managing patient scheduling and registration, ensuring excellent patient service, maintaining efficient administrative workflows, and supporting the overall success of clinic operations. This role plays a key part in creating a positive, organized, and professional environment for patients and staff alike.

Essential Duties and Responsibilities:

Leadership & Supervision

• Build a world-class front office team
• Maintain a consistent leadership presence at the front office, ensuring that staff are appropriately utilized and occupied, that departmental needs are met, that policies are being followed and that an exemplary operation is being run at all times.
• Supervise front office team including receptionists, referral coordinators, HEDIS/QIP personnel, and administrative support staff.
• Maintain oversight of department staffing and ensure personnel are sufficient to maintain a consistently excellent operation.
• Under the direction of supervisor, advertise for needed positions, interview candidates, and hire when appropriate.
• Provide training (both for new staff and weekly training of front office team), support, and performance feedback to front office staff.
• Develop and maintain staff schedules to ensure proper front desk coverage
• Foster a patient-centered, team-oriented work environment.
• Address work performance issues, and under the direction of supervisors, discipline and terminate as appropriate.

Patient Services & Communication

• Ensure courteous and professional interaction with all patients, visitors, and staff.
• Resolve patient complaints or concerns related to front office operations
• Promote efficient patient check-in/check-out procedures.
• Monitor appointment scheduling for accuracy and efficiency.

Administrative Oversight

• Ensure timely and accurate completion of NPR packets, insurance and PCP verification, and collection of SOC, co-pays and/or balances.
• Monitor front office workflow, identifying and resolving process bottlenecks.
• Maintain, enforce and assist with the development of front office policies and procedures in compliance with clinic standards and healthcare regulations.

Technology & Systems

• Train and support staff in using Electronic Health Record (EHR) systems and practice management software.
• Monitor appointment scheduling system to ensure accuracy and minimize scheduling conflicts.

Compliance & Reporting

• Ensure compliance with PHC, DHCS, HIPAA, and other applicable healthcare regulations.
• Assist with audits, quality assurance programs, and clinic accreditation standards.
• Generate routine and special reports related to front office performance.

Collaboration

• Work closely with clinical, billing, and administrative departments to support seamless operations.
• Attend and participate in leadership meetings and contribute to operational planning.

Qualifications:

Education and Experience:

• High school diploma or equivalent required; associate or bachelor’s degree in healthcare administration or related field preferred.
• Minimum of 2–3 years of experience in a medical office setting, with at least 1 year in a supervisory or lead role.

Skills and Competencies:

• Strong leadership and team-building skills.
• Excellent communication and customer service abilities.
• Proficiency in medical office software, scheduling systems, and EHRs
• Knowledge of medical terminology, insurance processes, and front office operations.
• Ability to multitask, prioritize, and solve problems effectively.
• High attention to detail, accuracy, and confidentiality.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods.
• Occasional lifting of office supplies or files (up to 25 lbs).
• Manual dexterity to operate standard office equipment.

Work Environment:

• Fast-paced medical clinic environment.
• Interaction with patients, providers, and staff throughout the day

Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $25