Front Office Lead, Multi-Specialty Hub (Petaluma), Full Time, Days

MarinHealth Medical Center•Petaluma, CA

About The Position

The Front Office Lead (FOL) provides day-to-day leadership and oversight for the practice’s Front Office Coordinator team, coordinating with the Lead Medical Assistant, Specialty Services Lead, and Practice Leader to support physicians and patients. The FOL also serves as a primary assistant to the Practice Leader and performs the regular duties of a Front Practice Coordinator. The role is based at MarinHealth’s Multi-Specialty Hub in Petaluma and is scheduled for 40 hours per week on an 8-hour day shift. The FOL trains and supports front office staff, oversees assignments and staffing coverage, and helps develop front office programs, policies, procedures, and best practices. The role supports the use of practice technology, including Allscripts, and helps coordinate communication between front and back office teams. The FOL also assists with billing, collections, authorizations, practice forms and processes, and computer and telecommunications issues. The role monitors compliance with referral, recall, best-practice, and deposit procedures; leads weekly staff huddles; and participates in hiring, performance reviews, and disciplinary processes for front practice staff. MarinHealth requires measles, mumps, varicella, and annual influenza immunizations as a condition of employment. COVID-19 vaccination and boosters are strongly recommended; medical or religious exemptions will be considered consistent with applicable law.

Requirements

High school diploma or GED certificate.
At least 1 year of lead experience in a medical office.
Experience with and proficiency in electronic medical records.
Outstanding Microsoft Office skills.
Demonstrated leadership skills.
Demonstrated punctuality, reliability, and professionalism.
Demonstrated exceptional customer service skills.
Ability to multitask.
Knowledge of medical terminology.
Demonstrated expertise in tactful and professional communication.

Nice To Haves

Experience using Allscripts and GPMS software.
Experience in surgery scheduling.

Responsibilities

Provide direct day-to-day oversight of the Front Office Team.
Train new and less experienced Front Office Coordinators and follow up on completion of front practice responsibilities, insurance and collection questions, Meaningful Use indices, and pay-for-performance indices.
Assist with interviews and train new employees.
Become proficient in Allscripts and help clinicians and others use the system effectively; keep current on new information and support Front Office Coordinators as needed.
Oversee Front Office Coordinator assignments and staffing coverage under the direction of the Practice Leader.
Work with the management team to improve the overall functioning of the practice.
Coordinate with the Lead Medical Assistant and Specialty Services Coordinator to improve communication between the front and back practice and resolve communication problems.
Develop a schedule for Front Office side work.
Assist the Practice Leader in developing and implementing practice policies and best-practice procedures.
Assist the Practice Leader and Front Office Coordinators with billing concerns and collections issues.
Learn the practice authorization process and help others manage it.
Lead the weekly staff huddle, prepare its agenda, follow up on action items, and report to the Practice Leader.
Coordinate updates to the Quick Reference Guide or designate someone to do so.
Assist Practice Management with developing forms and processes.
Assist the Practice Leader with computer and telecommunications issues.
Ensure specialist referrals and authorizations are in place as needed, recalls are completed properly, best practices are followed, and deposits are completed properly.
Participate actively in hiring, review, and disciplinary processes for front practice staff, and provide feedback to physicians and the Practice Leader as needed.
Perform other duties as required or assigned.