Assistant Front Office Manager

Niles-2; Niles (MI); On-site; USD 52,000 - 78,000; Full time

Job summary

Niles-2 is seeking an Assistant Front Office Manager to oversee daily Front Office operations and support patient access, registration, and scheduling in a healthcare setting.

Reporting to the CFO, you will ensure accurate patient registration, excellent customer service, HIPAA compliance, and data integrity across Epic and Denticon while guiding a supervisory team in a mission-driven nonprofit environment.

Qualifications

• Minimum 5 years medical office administration experience.
• Supervisory experience required, preferably in healthcare or nonprofit settings.
• Understanding of HIPAA regulations and patient confidentiality.
• Experience with patient access, scheduling, and insurance verification workflows.

Responsibilities

• Ensure accurate patient registration and data integrity across systems.
• Oversee front desk operations and scheduling to support smooth patient flow.
• Monitor insurance verification processes and eligibility workflows.
• Maintain high-quality customer service while ensuring compliance with organizational policies.
• Capture and balance data accurately; generate routine reports as needed.

Skills

Data entry

Typing

Organizational skills

Customer service

Communication

Education

Associate’s degree in Business Administration/Healthcare Administration

Bachelor’s degree preferred

Tools

Epic

Denticon

Office 365

Job description

Reporting to the Chief Financial Officer, the Assistant Front Office Manager supports and oversees the daily operations of the Front Office and assists in managing all administrative, registration, and patient access functions. This role helps ensure accurate patient registration, efficient workflow, exceptional customer service, and compliance with organizational standards. The position assists in monitoring scheduling, front desk operations, insurance verification, and data integrity across systems such as Epic and Denticon. The Assistant Front Office Manager promotes the mission of providing high-quality health care to medically underserved populations and ensures all corporate policies, procedures, and values are upheld.

Essential Job Functions

The physical and cognitive requirements listed are essential for successful performance. Reasonable accommodations may be provided as required.

• Maintain balance while walking, standing, or crouching; able to bend at the waist repeatedly for extended periods (up to 10 hours per day).
• Hear and understand conversations, recognize equipment sounds, and communicate clearly in person and by phone.
• Maintain a stationary position for approximately 25% of the workday.
• Communicate clearly in English, interpret and follow instructions, and convey routine information accurately.
• Ability to lift and transport items weighing 5–25 pounds.
• Use upper extremities to exert force and perform repetitive movements of hands, wrists, and fingers.
• Possess visual acuity sufficient to read computer screens, color-coded information, and small print.
• Meet attendance reliability standards.
• Move throughout the facility to greet patients, manage front office operations, and access supplies.
• Operate computers and office equipment with fine motor skills for prolonged periods.
• Perform basic math functions and accurately record, verify, and balance data.
• Communicate effectively and courteously with staff, patients, and the public; compose emails, letters, and basic reports as needed.

Experience

• Minimum of 5 years’ experience in medical office administration, patient access, scheduling, insurance verification, or related areas.
• Understanding of medical terminology, insurance processes, eligibility workflows, HIPAA compliance, and healthcare operations.
• At least 3 years of supervisory experience, preferably in a non-profit or healthcare environment.
• Recent continuing education in patient access, health information systems, or healthcare operations preferred.

Skills

• Strong data entry, typing, filing, and organizational skills.
• Ability to manage workload in a fast-paced environment with accuracy.

Knowledge, Skills, and Abilities

• Knowledge of patient charts, medical histories, and front office workflow.
• Understanding of patient evaluation and triage communication procedures.
• Knowledge of safety, infection control, and confidentiality standards.
• Knowledge of HIPAA regulations and compliance requirements.
• Proficiency in Microsoft Office 365 and electronic practice management systems.

Certificates/Licenses

• Medical Coding Certification preferred but not required.
• Associate’s degree in Business Administration, Healthcare Administration, or related field required; Bachelor’s preferred.