Front Desk and Scheduling Manager

Eye Associates of Plantation; Plantation (FL); Vor Ort; USD 42.000 - 65.000; Vollzeit

Zusammenfassung

Eye Associates of Plantation is seeking an experienced Receptionist and Scheduling Supervisor to oversee our front desk operations, coordinate ophthalmology and optometry scheduling, and ensure an outstanding patient experience from first call through visit.

The ideal candidate will lead a small team, manage daily tasks, verify demographics and insurance, collect copays, and respond to patient questions with professionalism in English and Spanish.

Qualifikationen

• Bilingual English and Spanish is required.
• Minimum 3 years in a medical office front desk or similar role.
• Experience supervising front desk staff is required.
• Experience managing physician schedules and changes.
• HIPAA knowledge and patient confidentiality awareness.

Aufgaben

• Oversee front desk operations, ensuring professional patient interactions.
• Schedule appointments for ophthalmologists and optometrists; manage calendars.
• Supervise and coach front desk staff; ensure policy adherence.
• Verify patient demographics, insurance, referrals, and authorizations.
• Collect copayments and outstanding balances; answer patient questions.
• Maintain accurate electronic medical records and scheduling templates.
• Improve workflows to enhance patient access and provider productivity.

Kenntnisse

Bilingual English/Spanish

Front desk leadership

Medical office experience

Scheduling management

HIPAA knowledge

Customer service

Tools

EMR software

Practice management software

Scheduling templates

Jobbeschreibung

Receptionist & Scheduling Supervisor

Location: Plantation, FL

Experience: Prior medical office and supervisory experience required

Language Requirement: Must be fluent in English and Spanish

About Us

Eye Associates of Plantation is a growing ophthalmology practice dedicated to providing exceptional eye care and an outstanding patient experience. Our team provides comprehensive medical and surgical eye care in a professional, patient focused environment.

We are seeking an experienced, organized, and motivated Receptionist and Scheduling Supervisor to oversee our front desk operations, coordinate physician schedules, and help ensure our practice runs efficiently. The ideal candidate is a hands on leader who can manage daily front desk responsibilities while supervising and supporting other front desk team members. This person must be comfortable handling patient concerns, managing busy schedules, and ensuring that our patients receive excellent service from their first phone call through the completion of their visit.

Key Responsibilities

Front Desk and Patient Services

• Answer incoming phone calls promptly and professionally, assist patients with questions, and direct calls appropriately.
• Schedule new and established patient appointments for ophthalmologists and optometrists.
• Greet patients, manage the check in and check out processes, and ensure a positive patient experience.
• Verify patient demographics, insurance information, referrals, and required authorizations.
• Collect copayments, deductibles, outstanding balances, and other patient payments as applicable.
• Respond to patient questions regarding appointments, insurance, office policies, and general practice information.
• Manage patient messages, appointment requests, voicemails, and other communications to ensure timely follow up.
• Maintain accurate patient records and documentation within the electronic medical record and practice management systems.
• Assist with patient recall lists, appointment confirmations, and outreach to patients who are overdue for visits.

Scheduling and Clinic Management

• Oversee daily physician schedules to ensure appointments are properly booked, organized, and optimized.
• Monitor schedules across providers to identify openings, scheduling conflicts, cancellations, and opportunities to accommodate additional patients.
• Coordinate patient rescheduling when physicians' schedules change, appointments are canceled, or unexpected circumstances arise.
• Maintain scheduling templates and ensure appointments are booked with the appropriate provider, visit type, and allotted appointment time.
• Work closely with physicians, clinical staff, and management to maintain an efficient patient flow.
• Proactively fill canceled appointments and open scheduling slots through patient waitlists, recall lists, and other outreach efforts.
• Ensure follow up appointments, testing, and other necessary visits are scheduled appropriately.
• Identify and resolve scheduling inefficiencies to maximize patient access, provider productivity, and overall practice efficiency.

Front Desk Team Leadership and Supervision

• Oversee and support front desk receptionists and scheduling personnel in their daily responsibilities.
• Serve as the primary point of contact for front desk questions, scheduling challenges, and operational issues.
• Ensure all front desk staff follow established office policies, scheduling protocols, and customer service standards.
• Coordinate daily responsibilities and staff coverage to ensure adequate front desk and phone support.
• Train new front desk employees and provide ongoing coaching to existing team members.
• Monitor phone responsiveness, patient communication, appointment scheduling accuracy, and completion of assigned tasks.
• Hold team members accountable for completing recall lists, returning patient calls, responding to messages, and following up on outstanding items.
• Identify opportunities to improve workflows, staff efficiency, and the overall patient experience.
• Communicate proactively with the Office Manager regarding staffing concerns, patient issues, scheduling problems, and other operational matters.

Patient Relations and Problem Resolution

• Serve as a primary resource for patients who have questions, concerns, or complaints that require additional attention.
• Professionally manage difficult patient interactions and work to resolve concerns in a calm, respectful, and timely manner.
• Handle scheduling disputes, appointment delays, insurance related concerns, and other front office issues.
• Exercise sound judgment in determining when an issue can be resolved independently and when it requires escalation to management or clinical staff.
• Maintain a welcoming and professional environment while ensuring patients feel heard and supported.
• Help develop and maintain a culture of accountability, teamwork, professionalism, and excellent customer service.

Required Qualifications

• Fluency in English and Spanish is required.
• Minimum of 3 years of experience working in a medical office front desk, patient scheduling, or similar patient facing administrative role.
• Prior experience supervising, leading, or coordinating front desk staff is required.
• Experience managing physician schedules, patient appointments, and scheduling changes.
• Strong communication and interpersonal skills, including the ability to handle challenging patient interactions professionally.
• Excellent organizational skills and the ability to manage multiple priorities in a fast paced medical office.
• Demonstrated leadership abilities and a willingness to take ownership of front desk operations.
• Strong attention to detail and the ability to identify and resolve problems proactively.
• Comfortable using electronic medical records, practice management software, and standard office technology.
• Knowledge of patient confidentiality requirements, including HIPAA.
• Dependable, punctual, professional, and committed to providing excellent patient service.

Preferred Qualifications

• Prior experience in an ophthalmology or optometry practice.
• Experience with medical insurance verification, referrals, and authorizations.
• Familiarity with physician scheduling templates, patient recall programs, and appointment optimization.
• Experience training and managing front desk or patient service teams.
• Experience working in a busy, multi provider medical practice.

What We Are Looking For

We are looking for someone who takes initiative, leads by example, and understands that an efficient front desk is essential to the success of a medical practice.

This position is ideal for someone who enjoys working directly with patients but also has the experience and leadership skills to manage a team, keep physician schedules organized, and resolve issues before they become larger problems.

The right candidate will be proactive, detail oriented, comfortable making decisions, and capable of holding the front desk team accountable while maintaining a positive and supportive work environment.

Equal Opportunity Employer

Eye Associates of Plantation is an Equal Opportunity Employer.

Eye Associates of Plantation is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

All employment decisions are based on qualifications, merit, business needs, and other lawful considerations.

Eye Associates of Plantation is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.