Patient Services Manager

Everleap Fertility; San Francisco (CA); On-site; USD 120,000 - 180,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401K Plan

Paid Time Off & Holidays

Life Insurance & Long-Term Disability

Flexible Spending Accounts

Employee Assistance Program

Tuition Reimbursement

Job summary

Everleap Fertility seeks a Patient Services Manager to lead front-end patient experience teams across Northern California. The role is based in San Francisco and covers San Francisco, Palo Alto, and Danville, driving patient access, scheduling, and registration with a patient-centered approach.

The ideal candidate has 2+ years in healthcare leadership, strong service orientation, and the ability to travel between locations as needed.

Qualifications

• Minimum 2 years of supervisory or management experience in a medical office.
• Experience with patient registration, scheduling, and front-desk operations.
• Strong customer service and patient experience background preferred.

Responsibilities

• Oversee daily operations of the Patient Services Department across Northern California locations.
• Supervise front desk, scheduling, and patient service functions.
• Ensure HIPAA compliance and patient-centered service standards.
• Collaborate with clinical and operational leaders to optimize patient journeys.
• Lead staffing, training, and performance evaluations.

Skills

Leadership

Customer service

Team development

Multi-site leadership

Operational excellence

Communication

Travel between locations

Education

Associate degree in Business Administration/Healthcare Administration or related field

Bachelor's degree in Business Administration/Healthcare Administration or related field

Tools

Microsoft Office (Outlook, Excel)

Medical practice management software

Scheduling software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

15 days ago Requisition ID: 2836

RMA Northern California (Soon to be Everleap Fertility)
Location: San Francisco, CA (Primary Office)
Oversight Responsibility: San Francisco, Palo Alto, and Danville locations
Schedule: Monday-Friday, 8:00 AM-4:00 PM, with weekend coverage and support as needed

In addition to a competitive compensation package, this leadership role is eligible for an annual performance-based bonus of up to 10% of base salary. Bonus eligibility and payout are determined based on individual and organizational performance metrics.

Join a Team Transforming Fertility Care

RMA Northern California, soon to become Everleap Fertility, is seeking an experienced and service-driven Patient Services Manager to lead our front-end patient experience teams across multiple Northern California locations. This leadership role is based in our San Francisco office and oversees Patient Services operations in San Francisco, Palo Alto, and Danville.

The ideal candidate is a hands‑on healthcare leader with a passion for patient experience, team development, operational excellence, and creating a welcoming environment for fertility patients during some of the most important moments of their lives.

Position Summary

The Patient Services Manager oversees the daily operations of the Patient Services Department, ensuring exceptional patient care, service consistency, and operational efficiency across all locations. This role is responsible for supervising front desk, scheduling, and patient service functions while collaborating closely with clinical and operational leaders to maintain a positive patient experience and support practice growth.

The Patient Services Manager plays a critical role in supporting patient acquisition and retention efforts, maintaining a professional office environment, and ensuring staff are appropriately trained, engaged, and empowered to provide outstanding service.

Department Leadership & Operations

• Develop, implement, and maintain Patient Services policies and procedures.
• Ensure consistent patient service standards across all Northern California locations.
• Coordinate staffing schedules and assignments to maintain full departmental coverage, including weekends and holidays as operationally required.
• Monitor team performance and follow up on operational goals and outcomes.
• Collaborate with multidisciplinary leadership teams to resolve patient concerns and improve workflows.
• Maintain a safe, organized, and patient-centered office environment.

Team Management & Development

• Recruit, train, coach, and supervise Patient Services team members.
• Drive employee engagement, retention, and professional development initiatives.
• Ensure staff receive ongoing education and training appropriate to their roles.
• Conduct performance evaluations and provide regular feedback and coaching.
• Manage departmental scheduling, PTO requests, attendance tracking, and timesheet oversight.
• Communicate and enforce company policies, procedures, and compliance requirements.
• Ensure exceptional patient interactions throughout the scheduling, registration, and visit experience.
• Support front‑office operations during periods of high volume, staffing shortages, or open positions.
• Identify opportunities to improve patient satisfaction and operational workflows.
• Work closely with providers, clinical teams, and leadership to maintain a seamless patient journey.
• Support marketing and outreach initiatives designed to enhance patient access and intake opportunities.

Compliance & Administration

• Ensure compliance with federal, state, and local employment regulations.
• Maintain confidentiality and adherence to HIPAA and organizational policies.
• Utilize reporting tools and data to monitor operational performance and identify opportunities for improvement.

Qualifications

Education

Required

• Associate degree in Business Administration, Healthcare Administration, or a related field; equivalent experience may be considered in place of a degree.

Preferred

• Bachelor's degree in Business Administration, Healthcare Administration, or a related field.

Experience

• Minimum of 2 years of supervisory or management experience overseeing business support staff in a medical office setting.
• Prior experience with medical office reception, patient registration, and scheduling processes required.
• Strong customer service and patient experience background strongly preferred.
• Multi‑site leadership experience is highly desirable.
• Experience in fertility, women's health, specialty healthcare, or ambulatory medical practices is a plus.

Technical Skills

• Proficiency in Microsoft Office Suite, including Outlook and Excel.
• Strong computer and keyboarding skills (minimum 25 WPM).
• Experience with medical practice management and scheduling software.
• Knowledge of standard office equipment and administrative procedures.
• Ability to analyze workflows and implement operational improvements.

What We're Looking For

• Strong leadership and team‑building skills
• Exceptional communication and interpersonal abilities
• Ability to lead by example and work alongside frontline staff when needed
• Highly organized with excellent time management skills
• Solution‑oriented mindset with strong problem‑solving capabilities
• Commitment to delivering an outstanding patient experience
• Ability to travel between San Francisco, Palo Alto, and Danville locations as needed

Why Join Everleap Fertility?

At Everleap Fertility, we're redefining fertility care through compassion, innovation, and exceptional patient service. As a Patient Services Manager, you'll have the opportunity to lead a high‑performing team, support meaningful patient experiences, and help shape the future of fertility care across Northern California.

If you're passionate about healthcare leadership and creating exceptional patient experiences, we'd love to hear from you.

IVIRMA North America soon to be Everleap Fertility offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week.

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement

IVRMA Soon to be Everleap Fertility:

Built on the legacy of RMA, Boston IVF, Conceptions, and six other leading North American fertility practices, Everleap Fertility brings together more than 200 physicians and embryologists across 60+ locations in the U.S., including 25 IVF laboratories focused on the next leap forward in reproductive medicine. Together, we have helped hundreds of thousands of patients build families for more than 40 years. As part of IVI Institute, Everleap Fertility contributes to a global community working together to advance the field and bring progress in reproductive medicine into patient care.

EEO

IVIRMA soon to be Everleap Fertility is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Everleap Fertility is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Everleap Fertility are based on business needs, job requirements and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Everleap Fertility will not tolerate discrimination or harassment based on any of these characteristics. Everleap Fertility encourages applicants of all ages.