Front Office Manager / Medical Receptionist

BASS MEDICAL GROUP•Walnut Creek, CA

just now

About The Position

Seeking a motivated, organized, and experienced Front Office Manager & Medical Receptionist to join our team. This role serves as the face of our practice, providing exceptional customer service to patients while acting as the backbone of daily operations. The ideal candidate will seamlessly blend welcoming patient interaction with efficient administrative management, including scheduling, insurance verification, and staff coordination. This role is ideal for someone who thrives under pressure, has prior medical front office experience, and takes pride in keeping an office running smoothly while delivering a warm, reassuring experience to every patient. The physician leads with passion and purpose and is seeking a team member who shares the same commitment to patient care, accountability, and excellence. This is not an entry-level position. The ideal candidate should be comfortable managing multiple responsibilities simultaneously, anticipating needs, and problem-solving independently in a high-volume setting.

Requirements

Minimum 3+ years of medical office experience, specifically in a receptionist or administrative role, with 2+ years in a management or supervisory capacity preferred
Strong understanding of medical insurance, registration, and authorization processes
Excellent multitasking, organizational, and time-management skills
Ability to remain calm, professional, and focused in a high-stress environment
Strong work ethic, reliability, and attention to detail
Proficiency with EHR/EMR systems (Epic preferred) and Microsoft Office Suite
Excellent verbal and written communication skills to interact professionally with patients, physicians, and staff
Strong multitasking skills and the ability to work comfortably under pressure in a fast-paced environment
Deep understanding of HIPAA regulations
High School Diploma required

Nice To Haves

Associate’s or Bachelor’s degree in health or business administration preferred

Responsibilities

Greet all patients and visitors warmly, offering a welcoming, professional environment and positive first impression
Manage high-volume phone lines, inquiries, and emails promptly
Triage calls appropriately, transfer when needed, and ensure timely message delivery
Register patients accurately and efficiently in Epic
Monitor and manage Epic In Basket messages throughout the day
Schedule appointments and procedures while prioritizing same-day patient needs
Check patients in/out, verify demographics, and scan insurance cards/IDs
Minimize patient wait times by efficiently managing provider schedules and exam room flow
Collect co-payments, deductibles, and outstanding balances and maintain and reconcile change
Assist patients with forms and documentation
Communicate clearly and professionally with physicians, staff, and outside offices
Obtain outside medical records, referrals, and test results
Maintain an organized, clean, and welcoming front office and waiting area
Support back-office functions when necessary (e.g., rooming patients, taking vitals)
Sort and manage incoming/outgoing mail
Learn new workflows and responsibilities quickly to support evolving practice needs
Perform other duties as assigned to support high-quality patient care
Oversee daily office operations to ensure a smooth, productive work environment
Supervise staff, including hiring, scheduling, training, meetings, and performance monitoring
Manage inventory of medical supplies, office supplies, and equipment, ordering as necessary
Implement and enforce office policies, procedures, and HIPAA/OSHA compliance
Handle facility maintenance issues and coordinate with vendors
Attend manager meetings
Schedule, reschedule, and confirm patient appointments, ensuring efficient use of provider time
Verify insurance eligibility and benefits prior to appointments
Handle prior authorizations and approvals during the workday
Reconcile daily payments and generate daily close-out reports
Identify and resolve patient billing inquiries and account discrepancies