Front Office Manager

Ivy Fertility-Utah Fertility Center; Pleasant Grove (UT); On-site; USD 52,000 - 76,000; Full time

Job summary

Ivy Fertility-Utah Fertility Center is seeking an experienced Front Office Manager to lead the front office team and ensure a welcoming, efficient patient experience in a fast-paced fertility care environment.

The role requires strong leadership, excellent communication, and the ability to balance patient needs with staffing, scheduling, and administrative priorities while maintaining HIPAA compliance.

Qualifications

• Experience in medical office or healthcare management preferred.
• Supervisory or management experience preferred.
• Experience with front desk, scheduling, or patient access preferred.
• Fertility/OB-GYN or specialty medical practice experience preferred.

Responsibilities

• Lead, train, coach, and support front office staff and oversee daily front office operations.
• Ensure compassionate, professional, and timely patient service and address concerns.
• Oversee patient scheduling, check-in/check-out, phone coverage, and front desk workflows.
• Manage registration, insurance, payments, and adherence to clinic policies.
• Collaborate with physicians, nurses, and other departments to support patient care and implement new processes.

Skills

Leadership

Communication

Organizational skills

Problem solving

Customer service

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Electronic Medical Records (EMR)

Scheduling systems

Microsoft Office

Job description

Utah Fertility Center is seeking an experienced, organized, and compassionate Front Office Manager to lead our front office team and help ensure an exceptional experience for our patients. The Front Office Manager plays an important role in creating a welcoming, efficient, and patient-centered environment while supporting the day-to-day operations of our fertility center.The ideal candidate is a strong leader who can balance patient needs, staff management, scheduling demands, and operational priorities in a fast-paced healthcare environment.Key ResponsibilitiesTeam Leadership & ManagementLead, train, coach, and support front office staff.Oversee daily front office operations and ensure appropriate staffing and coverage.Establish clear expectations and hold team members accountable for performance and attendance.Provide ongoing feedback, recognize strong performance, and address concerns promptly.Assist with hiring, onboarding, training, and performance evaluations.Promote teamwork, professionalism, and a positive work environment.Patient ExperienceEnsure patients receive compassionate, professional, and timely service from their first interaction with the clinic.Address patient concerns and assist with resolving issues appropriately.Monitor patient feedback and identify opportunities to improve the patient experience.Ensure front office staff maintain confidentiality and follow HIPAA and clinic policies.Scheduling & Clinic OperationsOversee patient scheduling, check-in/check-out, phone coverage, and front desk workflows.Ensure appointments are scheduled accurately and efficiently based on provider and clinic guidelines.Monitor call volume, wait times, scheduling needs, and front office workflow.Work closely with clinical teams to coordinate patient flow and address scheduling challenges.Identify operational issues and implement solutions to improve efficiency.Administrative & Financial ResponsibilitiesEnsure accurate registration, demographic, insurance, and patient information.Ensure appropriate collection of patient payments and adherence to clinic financial policies.Monitor front office processes for accuracy and compliance.Assist with reporting, audits, and other administrative projects as needed.CollaborationWork closely with physicians, nurses, medical assistants, financial counselors, and other departments to support patient care.Communicate operational concerns and staffing needs to leadership.Help implement new processes, technology, and workflows.Serve as a resource and point of escalation for front office staff.Other duties as assigned.High school diploma or equivalent required; associate or bachelor’s degree preferred.2+ years of experience in a medical office, healthcare, or customer service management preferred.Previous supervisory or management experience preferred.Experience overseeing front desk, scheduling, patient access, or new patient coordination preferred.Experience in a fertility, OB/GYN, reproductive health, or specialty medical practice is preferred.Strong leadership, communication, organizational, and problem-solving skills.Ability to manage multiple priorities in a fast-paced healthcare environment.Strong customer service skills and a compassionate approach to working with fertility patients.Ability to lead, coach, and hold staff accountable.Proficiency with electronic medical records, scheduling systems, Microsoft Office, and other common healthcare technology.Ability to maintain confidentiality and handle sensitive patient information appropriately.What We’re Looking ForWe are looking for someone who is patient-focused, dependable, approachable, and confident in leading a team. The right person will be comfortable stepping in when challenges arise, supporting their team, and finding ways to make our front office operations more efficient.Because fertility care can be an emotional and time-sensitive experience for patients, this role requires someone who understands the importance of compassion, professionalism, communication, and attention to detail at every patient interaction.Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.