Job Title: Functional Medicine Centers// Front Office Manager

Reports to: Chief Operations Officer

Summary: Motivated leader who thrives on creating a climate of joy, empowerment, compassion, productivity, and care. Full-time, natural nurturer, time-management focused, exudes cheerfulness. Scheduling and organizing master. Gate-keeper. Customer-oriented. Outgoing and friendly. Quick under pressure and manages multiple tasks of a busy office.

Job Duties

Assess overall Center performance and report to COO

Strategize, implement, and oversee processes for increased productivity and growth

Manages day-to-day front desk operations to ensure efficiency and seamless customer service

Perform regular employee evaluations to determine areas of improvement

Create and communicate staff work schedules in timely fashion

Train, lead, and manage employee activities, providing suitable resources

In conjunction with Doctor and CFO, assists patients with financial agreements and payment

Welcomes and greets all patients and visitors, in person or over the phone

Answers the phone while maintaining a polite, consistent phone manner using proper telephone etiquette. Transfer calls as needed. Takes detailed messages. Good listener.

Arrives early and on-time for work shift.

Responsible for keeping the reception area clean and organized.

Registers/schedules new patients and updates existing patient demographics by collecting detailed patient information including personal and financial information. Assists patients to complete all necessary forms and documentation. Ensure information is accurate including billing information. Inform patients of office procedures and policies. Support, encourage, and guide patients through their treatment plans.

Facilitates patient flow by notifying the provider or assistant of patients’ arrival, being aware of delays, and communicating with patients and clinical staff. Assist in moving patients through appointments as scheduled.

Responds to inquiries by patients, prospective patients, and visitors in a courteous manner.

Keeps medical office supplies adequately stocked by anticipating inventory needs, placing orders, and monitoring office equipment.

Protects patient confidentiality, making sure protected health information is secured by not leaving personal information in plain sight and logging off the computer before leaving it unattended. Adheres to required HIPAA guidelines.

Skills Needed

Exceptional communication and organizational skills, loads of common sense, basic Google Suite knowledge and understanding. Time management, multi-tasking, scheduling. A talent to build and maintain relationships with patients. Warmth, empathy, superior listening skills, answer-finder and problem-solver. Attention to detail – able to produce accurate and high quality work through concern for all areas involved. Adaptability – able to adjust approach to meet changing demands and situations including dealing with diverse people. Positive mental attitude.

Education & Experience Requirements

High school diploma or graduation equivalency degree (GED).

Associates degree in business or related field OR 2 years successful office management (preferably medical office management)

Bonus points: Working knowledge of AdvancedMD and FlexScan software.

Is this you? If so, please follow the link below to apply. We’ll be in touch in 3-4 days (or sooner). Positions like this don’t come around very often, so we typically have many applicants for our positions. As a result, the hiring process in our organization involves several steps. Each is designed to make sure we find the perfect person. We look forward to meeting you and learning how you can contribute to the growth of our amazing company!

***Do not call or email the office directly to apply. Only apply using the link we embedded in the text below.***

The following link will take you to an electronic form that we created to identify exactly what we’re looking for in the ideal candidate: https://forms.gle/g3oPDNzkNc1YAvGL8