Front Desk Supervisor - Medical Office

Front Desk Supervisor

We're unique. You should be, too. We're changing lives every day. For both our patients and our team members. Are you innovative and entrepreneurial minded? Is your work ethic and ambition off the charts? Do you inspire others with your kindness and joy?

We're different than most primary care providers. We're rapidly expanding and we need great people to join our team.

The Front Desk Supervisor is dedicated to providing VIP customer service to every patient and customer who enters the center. Through adherence of established center guidelines and standards, the incumbent in this role is responsible for providing the best solutions and options for our patients in support of the overall center experience. He / she plays a vital role in ensuring that all of our patients and their family members have a pleasant and memorable experience every visit and with every interaction. The Lead, Care Facilitator is accountable for precisely entering patient data and setting up accounts, and for establishing and maintaining strong professional working relationships with internal work partners. This incumbent trains, guides and supports Care Facilitators to ensure organizational front desk standards are met and that they have the tools and resources they need to effectively perform their daily tasks.

Essential Job Duties / Responsibilities :

• Leads Care Facilitators in ensuring that the patient check-in process is customer-centric and seamless. Confirms that all intake procedures, guidelines and regulations are adhered to.
• Greets and welcomes patients and families into the Center.
• Serve as first point of contact and resolution for patient issues / concerns / disputes.
• Prepares the center for patient / customer arrivals. Ensures it's clean, organized, sanitized and visually appealing.
• Guides and supports Care Facilitators with HEDIS initiatives to ensure patients with gaps are appropriately scheduled.
• Supports PCP scheduling by ensuring appropriate blocks are in place and double / over / under booking does not occur. Ensures scheduling gaps are attended to and closed in a timely manner.
• Reviews ENS notifications and ensures patients receive follow up from their Care Team.
• Examines medical release forms for accuracy and PCP sign off prior to release of medical records. Ensures the e-fax folder is routinely checked and that documents received are correctly uploaded and indexed.
• Authorized to adjust patient charts with regard to co-payments.
• Collects co-payments, reconciles charges and submits them to the Center Manager for deposit.
• Prints Patient Check-in Board for billing. Prints CPA report and ensure missing items are followed up on.
• Reviews phone messages to ensure proper and timely routing and follow-up. Ensures after hours messages from patients are recorded in the patients medical record and followed up on by the appropriate discipline.
• Troubleshoots Dashboard, phone, and computer issues.
• Orders office and other needed supplies to ensure the Center is properly inventoried, stocked and maintained.

Other responsibilities may include : Fills in for Care Facilitator as needed for scheduled and unscheduled absences. Supports the patient VIP experience by assisting with new patient paperwork and supporting New Patient Welcome and Tours. Assists with Patient Education and Exercise Class activities as needed. Distributes insurance verification list. Reviews next day transportation list and confirm times. Collects, sorts and distributes mail. Sets up conference rooms for weekly PCP meetings. Performs other duties as assigned and modified at managers discretion.

Knowledge, Skills and Abilities :

Education and Experience Criteria :