Assistant Front Office Manager

Caring Health Center, Inc.; Springfield (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

Caring Health Center, Inc. is seeking an Assistant Front Office Manager to oversee front desk operations at our Springfield, MA site.

This on-site role focuses on coordinating patient flow, managing staff schedules, and ensuring a professional and welcoming environment for patients and visitors. The ideal candidate will have 1–2 years of customer service experience, an Associate's degree preferred, strong communication and interpersonal skills, and basic computer skills to maintain records and

Qualifications

• Knowledge in human services/health related field.
• 1–2 years related experience in customer service.
• Associate's Degree preferred.
• Strong communication, written and interpersonal skills.
• Basic computer skills.
• Detail-oriented; able to work accurately and efficiently in a fast paced environment.
• Friendly, reliable, and professional both in behavior and appearance.
• Ability to establish and maintain effective working relationships with other employees, individuals seeking assistance and the general public.
• Demonstrated decision making and problem solving competencies.

Responsibilities

• Collaborate with the Medical Practice Manager, Senior Front Office Operations Manager, Assistant Front Office Operations Managers, and Clinical Managers to assure for smooth patient flow and quality assurance.
• Maintain minutes of all meetings.
• Ensure consistency and continuity of patient care and flow.
• Foster a good working relationship with Ancillary Services, Fiscal and Medical Divisions, Dental and specialty departments.
• Develop a good referral mechanism between these groups and the Front Office Staff.
• Ensure Front Office Staff adheres to all policies and procedures.
• Reduce variability of work processes between all sites and services for a consistent patient experience.
• Monitor staff performance; maintain staff reviews.
• Assign lunch and break time, ensuring for proper staff coverage at all times.
• Order and monitor delivery of all supplies needed for front office.
• Ensure productivity reports are followed through with other staff.
• Collect all co-pays from patients, ensuring the money is kept in a safe place.
• Ensure that the petty cash fund is reconciled at all times.
• Ensure that the funds are kept in a secure location, such as a locked cash box or desk drawer.
• Complete all staff time sheets, making sure they are delivered to the payroll in a timely manner.
• Maintains staff by recruiting, selecting, orienting, and training employees.
• Perform good-will duties for patients, answer complaints, promote and ensure patient satisfaction.
• Work closely with the billing department to ensure all medical encounter/billing forms are properly checked off and accounted for.
• Monitor timely opening and closing of facility.
• In the waiting room, greet the patients and visitors with a friendly, professional manner.
• Oversees visitor/patient activities.
• Monitors use of TV/VCR, water cooler, and furnishings; ensures waiting room, front entry and reception desk are orderly and professional in appearance.
• Ensures telephone inquiries are handled in a professional, friendly manner.
• Maintain confidentiality of all health center information.
• Performs all and any additional duties as requested.

Skills

Customer service

Interpersonal skills

Written communication

Communication skills

Attention to detail

Problem solving

Team collaboration

Basic computer skills

Education

Associate's Degree

Job description

Assistant Front Office Manager Job Category: Office and Administrative

Support Requisition Number: ASSIS001169 Full-Time On-site Springfield,

MA 01103, USA Job Details Description Reports to: Senior Front Office

Operations Manager Salary/Status: Non-Exempt Department: Front Office

Minimum Requirements: Knowledge in human services/health related field

with one to two years related experience in customer service or

Associates Degree preferred. Strong communication, written and interpersonal skills. Basic computer skills Detail-oriented; able to

work accurately and efficiently in a fast paced environment. Friendly,

reliable, and professional both in behavior and appearance. Ability to

establish and maintain effective working relationships with other

employees, individuals seeking assistance and the general public.

Demonstrated decision making and problem solving competencies. Principle

Responsibilities and Duties: Collaborate with the Medical Practice

Manager, Senior Front Office Operations Manager, Assistant Front Office

Operations Managers, and Clinical Managers to assure for smooth patient

flow and quality assurance. Maintain minutes of all meetings. Ensure

consistency and continuity of patient care and flow. Foster a good

working relationship with Ancillary Services, Fiscal and Medical

Divisions, Dental and specialty departments. Develop a good referral

mechanism between these groups and the Front Office Staff. Ensure Front

Office Staff adheres to all policies and procedures. Reduce variability

of work processes between all sites and services for a consistent

patient experience. Monitor staff performance; maintain staff reviews.

Assign lunch and break time, ensuring for proper staff coverage at all

times. Order and monitor delivery of all supplies needed for front

office. Ensure productivity reports are followed through with other

staff. Collect all co-pays from patients, ensuring the money is kept in

a safe place. Ensure that the petty cash fund is reconciled at all

times. Ensure that the funds are kept in a secure location, such as a

locked cash box or desk drawer. Complete all staff time sheets, making

sure they are delivered to the payroll in a timely manner. Maintains

staff by recruiting, selecting, orienting, and training employees

Perform good-will duties for patients, answer complaints, promote and

ensure patient satisfaction. Work closely with the billing department to

ensure all medical encounter/billing forms are properly checked off and

accounted for. Monitor timely opening and closing of facility. In the

waiting room, greet the patients and visitors with a friendly,

professional manner. Oversees visitor/patient activities. Monitors use

of TV/VCR, water cooler, and furnishings; ensures that waiting room,

front entry and reception desk are orderly and professional in

appearance. Ensures that telephone inquiries is handled in a

professional, friendly manner. Maintain confidentiality of all health

center information. Preforms all and any additional duties as requested.

Physical Requirements: Prolonged periods of sitting at a desk and

writing on a computer. Working Conditions: This position also requires

the ability to use a computer. Requires rotation with other Front Office

personnel with little or no notice and can be between facilities. In

addition, you will be required to cover later clinic hours including

weekends between any Caring Health Center locations.