Assistant Front Office Manager

Caring Health Center•Springfield, MA

3d•Hybrid

About The Position

This role is responsible for assisting in the management of front office operations, ensuring smooth patient flow, quality assurance, and a positive patient experience. The Assistant Front Office Manager collaborates with various departments to foster effective working relationships and maintain operational efficiency. Key duties include staff supervision, supply management, financial reconciliation, and ensuring adherence to policies and procedures.

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.

Responsibilities

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.
Performs all and any additional duties as requested.