Front Office Lead, Multi-Specialty Hub (Petaluma), Full Time, Days

Prima Medical Foundation dba MarinHealth Medical Network; Petaluma (CA); On-site; USD 34,000 - 48,000; Full time

Job summary

MarinHealth is seeking a Front Office Lead to guide the front office team, coordinate with clinicians, and support the Practice Leader. This role emphasizes leadership, scheduling, billing support, and policy implementation.

The position requires at least 1 year of lead experience in a medical office, proficiency with EMR systems, and strong Microsoft Office skills. A collaborative, patient-focused approach is essential.

Qualifications

• Education: High school diploma or GED certificate required.
• 1 year minimum lead experience in a medical office.
• Experience with electronic medical records (EMR).
• Use of Allscripts and GPMS software a plus.
• Experience in surgery scheduling.
• Outstanding Microsoft Office skills.
• Demonstrated leadership, punctuality, reliability and professionalism.
• Demonstrated exceptional customer service and ability to multi-task.
• Knowledge of medical terminology and professional communication.

Responsibilities

• Lead the Front Office Team day-to-day oversight.
• Train and mentor Front Office Coordinators.
• Coordinate front office operations with clinicians and back-office staff.
• Assist in hiring, performance reviews and disciplinary processes.
• Support practice management with scheduling, billing and authorization workflows.
• Ensure compliance with referral/authorization, recalls, deposits and best practices.
• Maintain and update front office procedures and reference guides.

Skills

Lead experience

Electronic medical records

Allscripts

GPMS

Surgery scheduling

Microsoft Office

Multi-tasking

Customer service

Professional communication

Education

High school diploma or GED

Tools

Allscripts

GPMS

Microsoft Office

Job description

ABOUT MARINHEALTH

Are you looking for a place where you are empowered to bring innovation to reality? Join MarinHealth, an integrated, independent healthcare system with deep roots throughout the North Bay. With a world-class physician and clinical team, an affiliation with UCSF Health, an ever-expanding network of clinics, and a new state-of-the-art hospital, MarinHealth is growing quickly. MarinHealth comprises MarinHealth Medical Center, a 327-bed hospital in Greenbrae, and 55 primary care and specialty clinics in Marin, Sonoma, and Napa Counties. We attract healthcare’s most talented trailblazers who appreciate having the best of both worlds: the pioneering medicine of an academic medical center combined with an independent hospital's personalized, caring touch. MarinHealth is already realizing the benefits of impressive growth and has consistently earned high praise and accolades, including being Named One of the Top 250 Hospitals Nationwide by Healthgrades, receiving a 5-star Ranking for Overall Hospital Quality from the Centers for Medicare and Medicaid Services, and being named the Best Hospital in San Francisco/Marin by Bay Area Parent, among others.

Company

Prima Medical Foundation dba MarinHealth Medical Network

Work Shift

8 Hour (days) (United States of America)

Scheduled Weekly Hours

40

Job Description Summary

The Front Office Lead is a critical part of the leadership team for the practice and coordinates with the Lead Medical Assistant, Specialty Services Lead and the Practice Leader. The primary purpose for having a Front Office Lead is to provide leadership to the Front Office Coordinator (FOC's) Team and to coordinate the team to better serve both physicians and patients. This position will also be a primary assistant to the Practice Leader.

Job Requirements, Prerequisites and Essential Functions

Pay Range: $25.00 - $29.70 - $34.65

Essential Functions and Responsibilities

• The Lead Front Office Coordinator (LFOC) will be responsible for the direct day-to-day oversight of the Front Office Team.
• This will include but not be limited to: Training issues: the FOL is well versed in all areas of a busy Front Office.
• The incumbent is able to train and teach new skills to new or less experienced FOC's.
• This will include oversight and follow-through with all FOC's on the completion of front practice responsibilities, insurance and collection questions, Meaningful Use indices, and pay-for-performance indices.
• The FOL will also assist in interviews and train new employees.
• The FOL is computer and technology-savvy and learns new software well.
• The FOL will become Allscripts proficient and be able to assist clinicians and others in the practice to better utilize Allscripts.
• The FOL keeps abreast of new information and provides support to the FOC's as needed.
• The LFOC, under the direction of the practice leader, oversees the FOC assignments and staffing as needed to ensure appropriate coverage.
• The FOL works with the management team to improve the overall functioning of the practice.
• The FOL assists the Lead MA and the Specialty Services Coordinator in managing communications between the front and back practice, with an emphasis in enhancing and improving communication as well as in solving communications problems.
• The FOL will develop a schedule for Front Office side work.
• The FOL will assist the practice leader in the development and implementation of new practice polices and "Best Practices" procedures in the practice.
• The FOL will assist the Practice leader and other FOC's with billing concerns and collections issues.
• The FOL will learn the authorization process for the practice and assist others in managing this process.
• The FOL will run the staff huddle each week. S/he would be responsible the agenda, follow up and report to the practice leader.
• The FOL or their designee will coordinate the Quick reference guide updating process.
• The FOL will assist the Practice Management with the development of forms and processes.
• The FOL will assist the practice leader with computer and telecom issues.
• The FOL will assure practice compliance with the following: Specialist referral and authorization are in place as needed.
• Recalls are properly being completed.
• Best practices are being followed.
• Deposits are properly being completed.
• The FOL will actively participate in the hiring, review and disciplinary process for Front practice staff.
• Feedback will be given to the physicians and Practice leader as needed.
• Perform all other duties as required or assigned.

Qualifications

• Education: High school diploma or General Educational Development (GED) certificate required.
• Experience: A minimum of 1 year of lead experience in a medical office.
• Experience with, and proficiency in, electronic medical records.
• Use of Allscripts and GPMS software a plus.
• Experience in surgery scheduling.
• Outstanding Microsoft Office skills.
• Demonstrated leadership skills.
• Demonstrated punctuality, reliability and professionalism.
• Demonstrated exceptional customer service skills.
• Ability to multi-task.
• Knowledge of medical terminology.
• Demonstrated expertise in tactful and professional communication.

Accommodation

Qualified applicants with disabilities may request reasonable accommodation during the application process by contacting Human Resources at 415-925-7040 or [e-mail].

C.A.R.E.S. Standards

MarinHealth seeks candidates ready to model our C.A.R.E.S. standards-Communication, Accountability, Respect, Excellence, Safety which foster a healing, trust-based environment for patients and colleagues.

Health & Immunizations

To protect employees, patients, and our community, MarinHealth requires measles, mumps, varicella, and annual influenza immunizations as a condition of employment (and annually thereafter). COVID-19 vaccination/booster remains strongly recommended. Medical or religious exemptions will be considered consistent with applicable law.

Equal Employment

All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sexual orientation, gender identity, protected veteran status or disability status, and any other classifications protected by federal, state, and local laws. A Career With MarinHealth is CLOSER Than You Think Join the MarinHealth team with a rewarding job at either our Medical Center or in our Medical Network. We are Equal Opportunity Employers, and we welcome and encourage diversity in the workplace regardless of race, gender, sexual orientation, gender identity, disability or veteran status. Reasonable accommodation(s) to qualified individuals with disabilities are available as part of the application step. If an accommodation is needed, please contact Human Resources at 415-925-7040 or email [e-mail] to initiate the process.