Front Office Manager

Optimum Health Injury Centers LLC; Gainesville (GA); On-site; USD 32,000 - 48,000; Full time

Job summary

Optimum Health Injury Centers LLC is seeking a Front Office Manager/Assistant to handle essential front office duties and support patient flow in a clinic setting. You will greet patients, manage a multi-line phone system, and ensure privacy and accuracy in scheduling and records.

The role includes EMR data entry, insurance verifications, patient financial arrangements, daily reporting, and coordination with chiropractors or physical therapists.

Qualifications

• High School Diploma or equivalent.
• Ability to supervise and motivate front-office staff.
• Ability to communicate clearly and effectively, both written and verbally.
• Strong organizational abilities to manage schedules, maintain records, and ensure the smooth operation of front office activities.
• Customer Service Oriented.
• Proficiency in Microsoft Office Suite and other office tools.

Responsibilities

• Meet and greet patients in courteous, polite, and helpful manner.
• Answer multi-line phone system and route calls appropriately.
• Respect and maintain privacy of patients.
• Perform open and closing procedures.
• Maintain a neat environment by removing trash, cleaning windows, straightening magazines, watering plants, preparing beverage & snack station.
• Maintain office supply inventory and submit office supply requests according to company procedures.
• Check email, voicemail, and postal mail.
• Perform general office duties, such as scanning, faxing, making copies, etc.
• Manage EMR patient scheduling.
• Obtain and process new patient paperwork.
• Enter patients, visits, insurance/attorney information, daily notes, and payments in the EMR.
• Perform insurance verifications using Availity/ Insurance Provider Portal.
• Perform and document patient financial arrangements to include: explaining benefits; collecting co-pays, co-insurance and deductibles; and negotiating payment plans for patients with financial hardships.
• Obtain PI Letter of Protection (LOP) for Personal Injury patients.
• Build and maintain patient travel cards.
• Manage patient flow directing patients to treatment.
• Understand and implement (with assistance from the Clinic Director) case management procedures for IN network, OUT of network, Personal Injury, and Self-Pay patients.
• Assist Chiropractor or Physical Therapist with therapies, x-rays, and treatments.
• Run daily reports.
• Maintain PI spreadsheet by adding new patients and entering MRI, PRP, Neuro, PM referral information (PMs handle this part).
• Utilize external interfaces and platforms to create and upload vital information along with communicating with patients.
• Assist with MRI scheduling.

Skills

Supervising front-office staff

Communication skills

Organizational skills

Customer service

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

Description

Job Summary

The Front Office Manager / Assistant is responsible general front office duties.

Job Responsibilities

• Meet and greet patients in courteous, polite, and helpful manner.
• Answer multi-line phone system and route calls appropriately.
• Respect and maintain privacy of patients.
• Perform open and closing procedures.
• Maintain a neat environment by removing trash, cleaning windows, straightening magazines, watering plants, preparing beverage & snack station.
• Maintain office supply inventory and submit office supply requests according to company procedures.
• Check email, voicemail, and postal mail.
• Perform general office duties, such as scanning, faxing, making copies, etc.
• Manage EMR patient scheduling.
• Obtain and process new patient paperwork.
• Enter patients, visits, insurance/attorney information, daily notes, and payments in the EMR.
• Perform insurance verifications using Availity/ Insurance Provider Portal.
• Perform and document patient financial arrangements to include: explaining benefits; collecting co-pays, co-insurance and deductibles; and negotiating payment plans for patients with financial hardships.
• Obtain PI Letter of Protection (LOP) for Personal Injury patients.
• Build and maintain patient travel cards.
• Manage patient flow directing patients to treatment.
• Understand and implement (with assistance from the Clinic Director) case management procedures for IN network, OUT of network, Personal Injury, and Self-Pay patients.
• Assist Chiropractor or Physical Therapist with therapies, x-rays, and treatments.
• Run daily reports.
• Maintain PI spreadsheet by adding new patients and entering MRI, PRP, Neuro, PM referral information (PMs handle this part).
• Utilize external interfaces and platforms to create and upload vital information along with communicating with patients.
• Assist with MRI scheduling.

Requirements

Qualifications

• High School Diploma or equivalent.
• Must be able to effectively supervise and motivate front-office staff.
• Ability to communicate clearly and effectively, both written and verbally.
• Strong organizational abilities to manage schedules, maintain records, and ensure the smooth operation of front office activities.
• Customer Service Oriented.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office tools.

Key Competencies

• Professionalism.
• Adaptability.
• Teamwork and Collaboration.
• Time Management.
• Attention to Detail.

Work Environment

Patient-facing setting that requires multitasking, excellent communication skills, and the ability to stay organized in a busy, often high-pressure atmosphere.

Physical Requirements

• Handling patient charts or files.
• Assisting patients with forms or answering questions in person.
• Managing office equipment.
• Cleaning and disinfecting work areas.
• Answering phone calls/Emails, greeting patients, and interacting with staff.
• Respond to Urgent Situations.

Note to Employee

This job description outlines the general responsibilities and expectations for the position. Duties may be adjusted as organizational needs to evolve.