Front Office Lead

Pediatric Associates; Town of Florida (NY); On-site; USD 38,000 - 54,000; Full time

Job summary

Pediatric Associates is seeking an experienced front office supervisor to assist the Practice Manager in directing daily medical office operations in New York. The role focuses on scheduling, patient check-in/check-out, billing, and coordinating with clinicians and staff to maintain smooth patient flow.

The ideal candidate has a high school diploma, strong communication, and hands-on experience with practice management systems.

Qualifications

• High school diploma or equivalent; healthcare office experience preferred.
• Experience with practice management and billing processes is a plus.
• Strong communication and teamwork abilities required.

Responsibilities

• Schedules appointments according to office scheduling policies.
• Greets patients and visitors promptly and courteously.
• Assists with calls from patients and routing documents.
• Check-in/Check-out patients and update status in the system.
• Post charges and payments; reconcile daily/monthly reports.
• Ensure insurance verification is updated in the system.
• Sorts and delivers mail, medical records, and correspondence.
• Maintains neat lobby and work area; participates in meetings.
• Oversees scheduling templates and staff assignments.
• Assist in interviewing and developing new employees.

Skills

Scheduling

Patient Greeting

Call/Docs routing

Check-in/out

Mail/Records

Staff supervision

Staff scheduling

Interviews

Office supplies

Policy compliance

Communication

Problem solving

Teamwork

Budget awareness

Meeting coordination

Education

High School Diploma or equivalent

Tools

TrackIt

Procureit

Staples

Concur

IT ServiceNow

Performance Manager

QGenda

InformRX

SharePoint

Job description

PRIMARY FUNCTION:

Assists the Practice Manager with administering, directing, and coordinating activities relating to the operation of the medical office, including the coordination of the scheduling for all clinicians, support staff and facility maintenance and repair. Proficient in all duties of Front Office Medical Receptionist.

SKILLS:

1. Schedules appointments according to office scheduling policies.

2. Greets patients and visitors in a prompt, courteous and helpful manner.

3. Assists the manager with calls from patients, hospitals and other doctor’s scans, uploads and routes patient documents accordingly.

4. Check-in/ Check-out patients in a timely manner, including:

Updating patient status in the practice management system.

Following PA policy related to daily payment reconciliation.

Collecting co-pays according to insurance plan requirements.

Ensuring insurance verification is completed and updated in practice management system.

5. Posts charges and payments within the required timeframe.

Matches procedures with correct diagnosis.

Reconciles charges & payments.

Reconciles all daily/monthly charge reconciliation reports including:

Charge Ticket Audit

Duplicate Charge Report

Missing Office Visit Report

Missing Charges Report

NP/PA Appointment Charges Report

Missing Copay Report

6. Sorts and delivers mail, medical records and other correspondence.

7. Maintains the work area and lobby in a neat and orderly manner.

8. Participates and contributes in meetings.

9. Tracks and coordinates facility maintenance.

10. Assists the manager in overseeing scheduling templates for clinicians.

11. Understands and participates in the interview, hiring and development of new employees.

12. Assists Practice Manager in the supervision of individual staff assignments.

13. Assists Practice Manager with the management of employee schedules.

14. Assists the practice manager in scheduling and coordinating office meetings.

15. Demonstrates individual initiative.

16. Identifies, analyzes and solves problems.

17. Maintains efficient patient flow.

18. Actively works alongside staff.

19. Resolves staff conflicts diplomatically and tactfully.

20. Assists and participates in the supervision of staff and future leadership development.

21. Capable of assuming duties of Practice Manager.

22. Assists in the supervision of all front office tasks.

23. Strives to achieve the goals set by the office budget and learn dashboard.

24. Assists Practice Manager in monitoring employee time-cards.

25. Proficient in the following applications:

TrackIt

Procureit

Staples

Concur

IT ServiceNow

Performance Manager

QGenda

InformRX

SharePoint

POLICIES AND PROCESSES:

1. Acts as compliance liaison enforcing policies and procedures.

2. Demonstrates knowledge and understanding of office budget and goals.

3. Understands performance evaluations and corrective action processing.

4. Competent to counsel employees as needed in the absence of a manager.

5. Completes all PA University mandatory courses by designated deadlines.

6. Ensures Pediatric Associates practices and protocols are in place throughout the office for check-in, check-out, phones, posting, etc.

7. Assists the Practice Manager in managing and ordering office supplies.

INTERPERSONAL AND COMMUNICATION SKILLS:

1. Is tactful, diplomatic, cooperative and shares information with others.

2. Communicates via e‑mail in a timely and effective manner.

3. Communicates well with Practice Manager, the local management team and supports all clinicians and staff.

4. Assists Practice Managers with customer service issues, i.e.: conflicts/disputes, incidents/accidents.

PROFESSIONALISM:

1. Adheres to high ethical behavior.

2. Leads by example.

3. Upholds Pediatric Associates Core Values.

TYPICAL WORKING CONDITIONS:

Working in an office environment. Involves frequent telephone contact interaction. May require sitting or standing for long periods; also stooping, bending, and stretching for files and supplies. Occasionally lifting files, boxes weighing up to 50 pounds. Requires manual dexterity sufficient to operate a keyboard, type at 35 wpm, operate calculator, copier, scanner e-mail and such other office equipment as necessary. Must be able to communicate clearly. It is necessary to view and type on computer screens for long periods and to work in a high‑volume environment.

PERFORMANCE REQUIREMENTS:

Adhere to all organizational information security policies and protect all sensitive information including but not limited to ePHI and PHI in accordance with organizational policy, Federal, State, and local regulations.

Education: High School Diploma or equivalent.

Licensure/Certification: None

*Upon hire, and for the duration of the employment period driver’s license must be active and valid.*

Experience:

Prefer two years of work experience in a medical office setting. Knowledge of computer and medical terminology desired.

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended to be an accurate reflection of the general nature of level of the job.

The Pediatric Associates Family of Companies an Equal Employment Opportunity/Affirmative Action employers and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.