Front Desk Manager

Clarity Clinic; Evanston (IL); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Health benefits

401k match

Wellness stipend

PTO 15 days

Growth opportunities

Job summary

Clarity Clinic is a multidisciplinary private practice seeking a Front Desk Manager to oversee administrative and operational functions.

The role manages daily scheduling, staff coordination, billing, EHRs, and communications among mental health professionals.

Qualifications

• Strong organizational skills essential for managing schedules and staff.
• Excellent written and verbal communication skills required.
• Compassionate, patient-centered approach.
• Above-average critical thinking and problem-solving abilities.
• One year or more of experience in a healthcare environment.
• Proficiency with basic computer programs, including Microsoft Office.
• Customer service experience in a medical setting preferred.
• Familiarity with outpatient therapy services preferred.

Responsibilities

• Build, adjust, and maintain daily PCC schedules to ensure front desk coverage.
• Proactively manage coverage risks and propose mitigation options.
• Reallocate PCC resources in real time based on patient volume and demand.
• Conduct daily clinic readiness walkthroughs to ensure safety and readiness.
• Enforce opening/closing procedures with accuracy.
• Identify issues and drive corrective process improvements.
• Review provider schedules to identify unfilled slots and bottlenecks.
• Monitor provider utilization and escalate underperformance when needed.
• Manage phone coverage to prevent backlogs and ensure call resolution.
• Oversee daily POS batch reconciliation and weekly deposits.
• Monitor billing performance and opportunities for improvement.
• Audit PCC execution and provide coaching for performance.
• Lead weekly PCC huddles and align on priorities.
• Onboard and train new PCCs with documented competency.
• Prepare data-driven performance snapshots for supervision.
• Track and resolve timecard exceptions for payroll accuracy.
• Ensure safety tours and compliance by new front desk staff.

Skills

Organizational skills

Communication skills

Compassionate customer care

Critical thinking

Healthcare environment experience

Microsoft Office

Medical office customer service

Outpatient therapy familiarity

Patient satisfaction focus

Tools

RingCentral

Job description

Clarity Clinic is an interdisciplinary group private practice of Psychiatrists, Psychiatric Advanced Practice Providers (Physician Assistants), Psychologists, and Therapists. Our mission is to thoughtfully guide the whole person on their journey to find clarity and mental wellness by providing exceptional holistic care. Our staff of Psychiatrists, Advanced Practice Providers and Psychotherapists offer the latest medication, psychological assessment, and therapy treatment as we help guide our patients toward mental wellness and a balanced personal and professional lifestyle. Our team offers a broad range of specialties, services, and orientations to support and help all people regardless of their place in life. This multidisciplinary approach allows us to provide holistic care in psychiatry, psychotherapy and much more.

Front Desk Manager at Clarity Clinic is a professional who oversees the administrative and operational aspects of the facility's healthcare practice. Their responsibilities include managing day-to-day operations, coordinating staff schedules, handling financial matters such as budgeting and billing, and ensuring compliance with relevant regulations and policies. Front Desk Managers at Clarity Clinic often play a key role in hiring and training administrative staff, maintaining electronic health records, and facilitating communication between mental health professionals within the facility.

Location: 501 Davis St, Evanston, IL

Shift Schedule: 12:00pm - 8:30pm (Monday-Friday)- Morning shift may be required occasionally based on organizational needs

Duties & Responsibilities:

Front Desk Operations & Daily Coverage

• Build, adjust, and maintain daily PCC schedules to ensure uninterrupted front desk and phone coverage
• Proactively manage coverage risks and elevate staffing gaps to the Clinic Operations Manager with clear mitigation options
• Reallocate PCC resources in real time based on patient volume, call queues, and operational demand

Clinic Readiness & Environment of Care

• Conduct daily clinic readiness walkthroughs prior to first patient arrival or after last patient departure, ensuring rooms, devices, supplies, and shared spaces meet operational and safety standards
• Enforce opening and closing procedures with an emphasis on accuracy and completeness
• Identify recurring environmental or readiness issues and drive corrective process improvements

Provider Flow & Schedule Optimization

• Review provider schedules daily to identify unfilled slots, double-booking risks, and workflow bottlenecks
• Monitor provider utilization performance and elevate sustained underperformance to the Clinic Operations Manager

Call Management & Patient Access

• Actively manage phone coverage using RingCentral queue data to prevent call backlogs and patient dissatisfaction
• Ensure patient calls are answered, routed, and resolved in accordance with service standards
• Intervene directly in escalated or high-risk patient concerns to achieve same-day resolution when possible
• Oversee daily POS batch reconciliation and weekly deposit execution, ensuring 100% accuracy and documentation
• Monitor collection performance at the PCC and location level, driving accountability for missed opportunities
• Identify training or compliance gaps related to payment processing and implement corrective actions

PCC Performance Monitoring & Coaching

• Audit PCC execution daily for check-in/check-out accuracy, insurance verification, portal management, and task routing
• Provide real-time coaching, retraining, and documentation for performance issues
• Lead weekly PCC huddles to reinforce priorities, performance expectations, and operational updates

Training, Supervision & Workforce Readiness

• Onboard and train new PCCs, ensuring training completion and competency are documented
• Prepare structured, data-driven performance snapshots to support biweekly supervision with the Clinic Operations Manager
• Track and resolve timecard exceptions during payroll cycles to ensure accuracy and compliance

Safety & Compliance

• Ensure all new front desk staff complete required safety tours and compliance activities

Qualifications& Minimum Requirements:

• Strong organizational skills
• Excellent written and verbal communication skills
• Compassionate, patient-centered approach
• Above-average critical thinking and problem-solving skills
• One year or more of experience in a healthcare environment
• Proficiency with basic computer programs, including Microsoft Office
• Customer service experience in a medical setting (preferred)
• Familiarity with outpatient therapy services (preferred)
• Demonstrated commitment to patient satisfaction
• Flexibility to work at various office locations as needed

Physical Requirements:

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this role, the employee is regularly required to communicate verbally, stand, walk, sit, and use a computer keyboard. The employee may occasionally be required to lift or move up to 25 pounds.

Other Duties:

This job description is not intended to be an all-inclusive list of duties. Employees may be required to perform other related duties as assigned by their supervisor.

Perks and Benefits:

• Full Time Salaried Compensation: $55,000-$65,000, package commensurate to years of experience
• Full comprehensive benefits package including health, dental, vision, EAP services and more
• Monthly Wellness Reimbursement/Stipend to promote your self-care routine & well-being
• 401k match up to 4%
• Opportunities for growth and professional development
• 15 days of accrued PTO and up to 5 sick/wellness days

We celebrate diversity when it comes to all backgrounds and identities, and we encourage applications from minorities, LGBTQ+ individuals, candidates of all ages, and nontraditional backgrounds. Clarity Clinic an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.