Regional Front Office Manager

Barrows Training and Education Physical Therapy; Ventura (CA); On-site; USD 75,000 - 80,000; Full time

Job summary

Therapy Partners Group is seeking a Regional Office Manager to provide training and support to the authorizations team and PCC staff, ensuring smooth daily operations and high-quality patient interactions. The role focuses on improving workflows, SOP adherence, and frontline service delivery across clinics.

You will develop training materials, coach front office teams, and collaborate with RCM and clinical operations to optimize policies, scheduling, and performance metrics.

Qualifications

• Strong leadership and people management experience in healthcare settings.
• Ability to design and implement training programs for frontline teams.
• Excellent communication and presentation skills.

Responsibilities

• Lead front-facing administrative teams and train PCC staff.
• Develop and audit training programs to align with SOPs and workflows.
• Collaborate with clinical operations to improve patient experience and access to care.
• Manage scheduling, time and attendance, and staffing coverage for PCCs.
• Drive campaigns to improve collections and ensure timely authorizations.
• Support hiring, coaching, and performance reviews across the region.

Skills

Leadership

Problem-solving

Change management

Communication

Time management

Staff development

Education

Bachelor's degree

Job description

Salary: $75,000 - $80,000 depending on experience

Therapy Partners Group is a family of physical therapy and wellness brands that helps practice owners and therapy professionals grow through collaboration, teamwork, and exceptional clinical support. Creating a rewarding experience for all, and making a lasting difference in the communities we serve.

If you’re ready to grow, come see what our unique approach to transforming care is all about. Welcome to the family.

POSITION SUMMARY

The Regional Office Manager is responsible for providing training and support to the authorizations team and the direct patient interaction PCC team to meet or exceeding daily outlined metrics. Keeping your focus with direction and or material geared towards improving the overall patient experience and the organizational culture of service in front line teams

PRINCIPAL ACCOUNTABILITIES

• Manage Front Facing Administrative Teams
• Assist in develop training and education for front line patient facing teams that meet the TPG operating process
• Develop processes to regularly audit adherence to workflows and customer service standards as outlined in SOP's
• Proactively ask for feedback of each PCC with Clinical Operations staff to ensure patient satisfaction and patient experience is meeting TPG expectations
• Train, support and manage monthly or seasonal campaigns in meeting 100% copay/deductible collections at time of service for each clinic
• Manage by metrics the authorization department to meet 100% completed prior to same day appointments in advance
• Collaborate with RCM department to review claim denials regarding lack of authorization to understand what is missing in SOP or daily process that is causing denials and make changes for positive impact
• Collaborate with other internal departments on upcoming changes that will require additional or changes to workflows.
• Lead by example, coach and train front office staff to provide exceptional services and provide unforgettable interactions the TPG way
• Communicate regularly, if not daily, with the front office staff to ensure any messages, concerns or requests provided to the supported operations team in a timely and consistent manner for quick action.
• Coordinate daily team huddles, weekly team meetings and/or quarterly business meetings to create a clear understanding of expectations and answer questions that may arise with front office staff
• Collaborating with the Regional Directors and Intake Dept. in the development and execution of strategic plans.
• Responsible for the implementation, compliance, and ongoing maintenance of policies for PCCs as outlined and shared out by TPG Leadership
• Assist in hiring, train, develop and motivate staff members.
• Employee scheduling, time, and attendance management.
• Manage coverage of PCCs for time-off request or call ins shared by CD.
• Achieved the strategic vision of the company in their assigned areas of accountability.
• Supervises and directs the activities of assigned personnel using both professional and supervisory discretion and independent judgment.
• Oversee, delegate and/or prepare the annual performance review process for employees; provide feedback/coaching, disciplinary action, praise, and recognition to employees as necessary, up to and including a recommendation for termination of employment.
• Approve time-off requests as shared by CDs in our current payroll system and assist CDs if any concerns in them ensuring their timesheets are accurate for payroll processing
• Managed performance and KPI's of assigned staff and reporting to upper management.
• Responsible for continued review to ensure the front office coverage support staff and supporting new acquisitions within the region as outlined metrics of 35-40 visits per day per PCC

MINIMUM POSITION REQUIREMENTS

Knowledge, Skills, and Abilities

• Thorough knowledge of problem-solving methodologies.
• Ability to provide strong leadership, and process and procedure creation.
• Ability to organize and prioritize various demands.
• Strong presentation communication skills.
• Action oriented and driven for results.
• An initiative-taker and to work with minimal direction.
• Ability to work with a sense of urgency to meet deadlines.
• Ability to communicate complex information in a well thought-out easily understood manner, both orally and in writing in a variety of settings and styles.
• Ability to delegate and communicate in an honest, direct, and professional manner, relating well to others to build rapport and effective relationships.
• Ability to demonstrate active listening by asking clarifying questions, identify and share relevant information and solicit feedback from others and give and receives feedback objectively.
• Ability to practice time management, timely decision making, and conflict management.
• Commitment to company core values.

Education and Experience

Education: Bachelor's degree; or equivalent combination of education and experience

Experience: 3-5 years management in healthcare intake, front office with direct reports, role up to VP or Director level with experience in making changes and or integrations with EMR and standard operation procedure changes rolled out.

Physical Requirements and Working Conditions

Requires prolonged standing, sitting, some bending, stooping, and stretching. Requires eye-hand coordination and manual dexterity enough to operate a keyboard, mouse, photocopier, telephone, calculator, and other office equipment. Travel for work related activities, long hours and frequent weekend work required.