Front Desk Supervisor

SightMD•Village of Rockville Centre, NY

10d•Onsite

About The Position

The Front Desk Supervisor is responsible for overseeing the daily operations of the front desk team to ensure the delivery of exceptional customer service and the efficient management of administrative workflows. This role combines hands-on front desk duties with leadership responsibilities, including staff supervision, training, and process improvement. The ideal candidate is a proactive problem-solver with strong communication, organizational, and leadership skills, dedicated to creating positive experiences for patients, visitors, and staff.

Requirements

High School diploma or equivalent
Minimum of 2 years of experience in a medical office or healthcare setting.
At least 1 year of supervisory or lead experience in a front desk or administrative role.
Demonstrates leadership and team management abilities.
Excellent interpersonal, communication, and customer service skills.
Strong organizational, time management, and multitasking capabilities.
Knowledge of medical terminology, insurance processes, and HIPAA compliance.
Proficiency in EMR/EHR systems and office software (e.g., Google Workspace, Microsoft Office).

Responsibilities

Supervise, mentor, and support front desk staff to ensure high performance and accountability.
Coordinate scheduling and coverage for front desk team, adjusting as needed to meet operational needs.
Assist with onboarding and training new front desk employees.
Conduct regular team meetings to communicate updates, provide feedback, and promote a collaborative team environment.
Monitor performance and provide coaching or escalate concerns to management when necessary.
Ensure adherence to clinic policies, HIPAA regulations, and standard operating procedures across all front desk activities.
Model professional, courteous, and welcoming behavior when greeting patients and visitors.
Step in to assist with front desk duties during high-volume periods or staff absences.
Resolve patient complaints or concerns with professionalism and escalate complex issues as needed.
Maintain an organized, clean, and professional reception area.
Oversee appointment scheduling processes to ensure accuracy and efficiency.
Monitor adherence to scheduling protocols and provider preferences.
Assist with managing complex scheduling situations (e.g., provider absences, urgent visits).
Ensure timely follow-up on no-shows, cancellations, and appointment reminders.
Oversee insurance verification, prior authorizations, and referral management processes.
Ensure that all required documentation is obtained and properly filed before patient visits.
Serve as a resource for front desk staff with questions regarding insurance or billing processes.
Oversee collection and reconciliation of daily patient payments (copays, balances).
Monitor daily cash handling and ensure accurate financial reporting.
Assist in the development and enforcement of front desk protocols and process improvements.
Utilize and ensure proper use of EMR/EHR systems, scheduling software, and digital tools (e.g., Google Drive).
Open and close the clinic as needed, ensuring facility readiness and compliance.
Monitor and maintain front desk supplies and inventory.
Participate in ongoing training, webinars, or classes to support personal and team development.
Perform additional tasks assigned by the supervisor.