Front Desk Manager

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

Benefits offered by this job

Full-time salaried compensation

Health, dental, vision, EAP

Wellness stipend

401k with match

Career growth opportunities

PTO & sick/wellness days

Job summary

Clarity Clinic, PLLC in Evanston, IL, is seeking a Front Desk Manager to oversee daily operations of the front desk and patient access. The role requires coordinating staff schedules, handling billing matters, maintaining records, and ensuring regulatory compliance while delivering compassionate, patient-centered service.

The manager will optimize provider flow, supervise PCC staff, and manage call coverage and payment processes to support a seamless patient experience.

Qualifications

• 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.

Responsibilities

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

Tools

Microsoft Office

Job description

Front Desk Manager

Clarity Clinic, PLLC Evanston, Illinois, United States

About this position

About Clarity Clinic, PLLC

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.

A 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.