Front Office Supervisor

Neuropsychology Associates; Kalamazoo (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

Neuropsychology Associates in Kalamazoo, MI is seeking an organized Office Supervisor to oversee daily operations and lead a small front office team of three while coordinating administrative work for 3-4 clinicians.

The role emphasizes strong communication, problem-solving, scheduling, insurance coordination, client service, and maintaining HIPAA-compliant workflows in a behavioral health setting; prior healthcare office experience is preferred.

Qualifications

• Experience supervising employees and coordinating staff schedules.
• Strong organizational and multitasking abilities in a busy healthcare office.

Responsibilities

• Supervise, train, and support 3 front office staff assistants.
• Oversee daily front office operations for efficient service.
• Coordinate staff schedules, cover absences, and schedule changes.
• Monitor performance, provide feedback, resolve operational issues.
• Maintain consistent office procedures and workflows.
• Foster a collaborative, professional work environment.

Skills

Supervise staff

Communication

Scheduling coordination

HIPAA compliance

Customer service

Problem solving

Organizational skills

Tools

EHR systems

Scheduling software

Microsoft Office

Job description

We are seeking an organized, dependable, and personable Office Supervisor to oversee the daily operations of our behavioral health practice. This individual will provide leadership and support to a team of 3 front office staff assistants while coordinating administrative operations for approximately 3-4 clinicians.

The ideal candidate is a strong communicator and problem-solver who can manage competing priorities, maintain efficient office workflows, support staff, and ensure a positive experience for clients and clinicians. Experience in a medical, mental health, or healthcare office setting is highly desirable.

Key Responsibilities

Office Management and Staff Supervision

• Supervise, train, and support 3 front office staff assistants.
• Oversee daily front office operations to ensure efficient and professional service.
• Develop, maintain, and coordinate employee schedules, including coverage for absences and schedule changes.
• Monitor staff performance, provide feedback, and help resolve day-to-day operational challenges.
• Establish and maintain consistent office procedures and workflows.
• Foster a collaborative, supportive, and professional work environment.

Insurance and Billing Coordination

• Verify clients’ health insurance eligibility and behavioral health benefits.
• Review insurance coverage, copayments, coinsurance, deductibles, and remaining deductible balances.
• Communicate clients’ financial responsibilities clearly and professionally.
• Coordinate with billing staff or external billing services to resolve insurance discrepancies and claim-related questions.
• Help ensure accurate collection and documentation of insurance and payment information.
• Maintain confidentiality and follow applicable healthcare privacy requirements, including HIPAA.

Clinician and Schedule Coordination

• Coordinate administrative scheduling needs for the psychologists and therapists.
• Oversee appointment scheduling, cancellations, rescheduling, and schedule adjustments.
• Help ensure clinicians’ calendars are accurate, up to date, and appropriately maintained.
• Coordinate communication between clinicians and front office staff.
• Assist with resolving scheduling conflicts and maintaining adequate administrative coverage.
• Support clinicians by addressing operational concerns and streamlining administrative processes.

Client Service and Communication

• Promote a welcoming, respectful, and professional experience for clients.
• Oversee front desk phone calls, messages, inquiries, and follow-up.
• Assist staff in handling client concerns and resolving administrative issues.
• Ensure timely, accurate, and professional communication with clients, clinicians, insurance representatives, and other stakeholders.

Administrative and Operational Support

• Maintain accurate office records, policies, and administrative documentation.
• Monitor office supplies, equipment, and general operational needs.
• Identify opportunities to improve efficiency and consistency.
• Assist practice leadership with administrative projects, reporting, and implementation of office policies.
• Handle confidential information with discretion and professionalism.
• Referral coordination and intake management.

Qualifications and Requirements

• Previous experience in office management, office supervision, healthcare administration, or a similar role.
• Experience supervising employees and coordinating staff schedules.
• Knowledge of health insurance verification, behavioral health benefits, deductibles, copayments, and coinsurance.
• Strong organizational skills and the ability to manage multiple priorities in a busy office environment.
• Excellent written, verbal, interpersonal, and customer service skills.
• Proficiency with computers, scheduling systems, electronic health records, and standard office software.
• Ability to handle sensitive and confidential information appropriately.
• Strong problem-solving skills, sound judgment, and attention to detail.
• Ability to work independently while collaborating effectively with clinicians, administrative staff, and practice leadership.

Preferred Qualifications

• Experience in a psychology, counseling, psychiatry, or other behavioral health practice.
• Familiarity with electronic health records and practice management systems.
• Experience coordinating schedules for multiple providers.
• Knowledge of HIPAA privacy and security requirements.
• Experience developing office procedures and improving administrative workflows.