POSITION PURPOSE & SUMMARY

The Front Desk Manager at Strata Med plays a key role in creating a welcoming and seamless experience for patients, guests, and staff by overseeing front desk operations, managing patient interactions, and ensuring efficient administrative processes that align with Strata Med's holistic and integrative healthcare approach. This role provides leadership and structure to front office operations, ensuring that every patient and visitor receives the highest level of care, respect, and efficiency. By leading a team of front desk professionals, maintaining organized administrative processes, supporting staff development, and optimizing patient flow, the Front Desk Manager fosters a patient-centered environment that promotes wellness, efficiency, and exceptional customer service while contributing to Strata Med's mission of delivering comprehensive, integrative healthcare in a warm and healing environment.

ESSENTIAL FUNCTIONS

1. Patient Experience & Customer Service

• Create a welcoming and professional environment for patients, guests, and staff.
• Ensure a smooth and efficient check-in and check-out process.
• Address patient inquiries, concerns, and special requests with compassion and professionalism.
• Uphold Strata Med's commitment to holistic care by fostering a calming and supportive front office atmosphere.

1. Front Desk Operations & Administration

• Oversee daily front desk functions, including scheduling, patient intake, and records management.
• Ensure compliance with HIPAA and other healthcare regulations.
• Maintain accurate patient records and coordinate with clinical staff for seamless care.
• Implement and refine front desk procedures to enhance efficiency and patient flow.
• Weekly reporting of front desk KPI's and scorecard.
• Create weekly staffing schedule for medical desk.
• Schedule and attend meetings as needed.
• Optimize room availability and clinical schedules to balance provider availability and patient demand.

1. Team Leadership & Staff Development

• Supervise, train, and support front desk staff, fostering a high-performing team.
• Manage front desk performance via performance evaluations to optimize productivity.
• Develop and implement best practices for patient engagement and administrative processes.
• Schedule and delegate responsibilities to maintain smooth front desk operations.
• Provide ongoing coaching and professional development opportunities for staff.

1. Financial & Billing Coordination

• Assist patients with insurance verification, copayments, and financial inquiries.
• Work closely with billing and finance teams to ensure accurate claims processing and collection of co-pays if applicable.
• Monitor patient accounts and oversee front desk-related financial transactions.

1. Communication & Interdepartmental Coordination

• Serve as a liaison between patients, providers, and administrative teams.
• Ensure clear and effective communication across departments to support patient care.
• Collaborate with leadership to implement initiatives that enhance the overall patient experience.

1. Facility & Technology Management

• Oversee the maintenance of front office equipment, technology, and supplies.
• Oversee the implementation of new technology workflows, ensuring all staff are properly trained and that usage remains consistent across locations.
• Troubleshoot scheduling or system issues and work with IT as needed.
• Ensure the front office maintains a clean, organized, and professional appearance.

PROFESSIONAL REQUIREMENTS

• Previous experience as a Front Desk Manager, Office Manager, or similar role in a healthcare or wellness setting.
• Knowledge of holistic and integrative medicine preferred.
• Strong leadership and critical thinking skills.
• Proficiency in medical scheduling software and electronic health records (EHR).
• Excellent communication and interpersonal skills.
• Ability to multitask and remain calm in a demanding environment.

MINIMUM KNOWLEDGE:

• Understanding of front desk operations in a medical or wellness setting.
• Knowledge of patient scheduling, check-in/check-out procedures, and medical records management.
• Understanding of HIPAA regulations and patient confidentiality requirements.
• Basic knowledge of medical billing, insurance verification, and financial transactions.
• Experience in team leadership, staff training, and performance management.
• Strong problem-solving and decision-making abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other administrative tools.
• Ability to manage inventory and supplies for front desk operations.

PHYSICAL REQUIREMENTS, WORKING CONDITIONS & ENVIRONMENTAL FACTORS

Most portions (50% - 100%) of daily assignments involve prolonged sitting or standing, in an indoor office area with carpet or tile floors. Well-lit with good ventilation. Significant portions (75% - 95%) of daily assignments involve potential ergonomic risk, such as regular repetitive tasks, forceful or prolonged exertions of the hands, with occasional lifting, pulling, pushing, or carrying of heavy objects.

ABOUT US:

Strata Med in Colorado Springs, Colorado, redefines patient care by integrating the personalized focus of concierge medicine with the holistic approach of integrative and functional medicine. Unlike traditional settings, our practice values extended interactions to understand and address individual health needs comprehensively. This blend of personalized and preventive care, backed by a team of skilled practitioners, promotes long-term health outcomes, shifting from merely treating symptoms to exploring underlying causes and optimizing overall wellness.

Acknowledging the uniqueness of each patient's health journey, Strata Med's concierge medicine steps beyond the time-limited engagements found in conventional clinics. We provide collaborative and long-term strategies to address current ailments and promote a healthier future. Through this patient-centric and collaborative approach, we are your steadfast partner in navigating the path to better health and well-being.

Salary : $60,000 - $65,000