Front Desk Medical Assistant Lead

The Front Desk Medical Assistant Lead welcomes patients, oversees front office operations, and ensures a positive, professional experience at a high-volume orthopedic practice. This role manages check-in and check-out, coordinates appointment scheduling, supports billing and insurance processes, and serves as the primary escalation point for patient concerns. The Lead provides day-to-day guidance to front desk staff, assists with training and onboarding, and helps maintain efficient patient flow and accurate records across multiple locations.

Responsibilities

• Welcome patients in a professional and friendly manner, creating a positive first impression for the practice.
• Manage patient check-in and check-out processes, ensuring all required forms, documentation, and payments are completed accurately.
• Serve as the point of escalation for patient concerns, including billing questions, wait times, and complaints, and de-escalate situations with professionalism and empathy.
• Coordinate appointment scheduling and provider calendars, aligning patient visits with provider availability to optimize clinic flow.
• Handle incoming phone calls, route them appropriately, and respond to patient inquiries in a timely and courteous manner.
• Verify insurance eligibility, obtain necessary referrals, and ensure accurate entry and maintenance of patient demographics and medical records in the EMR system.
• Collect co-pays and outstanding balances, process insurance claims, and support billing and invoicing activities in collaboration with the billing team.
• Audit schedules, registration data, and eligibility reports to ensure accuracy, completeness, and compliance with practice standards.
• Support daily office operations to maintain efficient patient flow and smooth coordination with clinical staff and providers.
• Act as a lead resource for front desk and administrative staff, answering questions, resolving issues, and supporting workflow improvements.
• Monitor front desk performance and provide guidance to help maintain high standards of customer service and operational efficiency.
• Approve timecards and PTO requests for front desk staff as assigned, helping to ensure accurate timekeeping and adequate coverage.
• Assist with creating and adjusting weekly and weekend staffing schedules, and support scheduling coverage during leadership transitions or staffing changes.
• Assist with onboarding and training of new front desk hires, including systems, workflows, and customer service expectations.
• Order and manage medical and administrative supplies, maintaining appropriate inventory levels across the front office.
• Ensure compliance with HIPAA regulations and maintain patient confidentiality at all times.
• Travel to additional practice locations within the region as needed to provide coverage and support, including rotating weekend shifts.
• Float between sites and roles when needed, filling in for team members who are out for PTO or unexpected absences.
• Work effectively in a very busy environment, managing multiple tasks and priorities while maintaining accuracy and professionalism.

• Proven experience as a medical receptionist or in a medical front office role.
• Hands-on EMR (Electronic Medical Records) experience, with the ability to quickly learn and navigate new systems.
• Experience with medical insurance and billing processes (medical insurance only, not dental or vision).
• Demonstrated leadership, supervisory skills, or people management exposure in a healthcare or front office setting.
• Strong organizational skills with the ability to manage multiple tasks and competing priorities in a high-volume environment.
• Excellent communication and interpersonal skills to interact effectively with patients, providers, and staff.
• Ability to de-escalate patient concerns and handle sensitive situations with professionalism and tact.
• Attention to detail and accuracy in data entry, scheduling, and financial transactions.
• Commitment to maintaining HIPAA compliance and protecting patient confidentiality.
• Flexibility to travel to multiple locations and work occasional weekends and evening shifts as scheduled.

• Orthopedic practice experience strongly preferred.
• Experience with EMR systems such as Medent or ModMed is highly beneficial.
• Prior experience in a lead, senior, or supervisory front desk role in a medical setting is a plus.
• Strong problem-solving skills and the ability to support workflow improvements.
• Comfort working with a wide range of providers and staff across multiple offices.
• Ability to adapt to changing schedules, locations, and patient volumes.
• Interest in learning from providers and growing within a collaborative clinical environment.

This role is based in a very busy, multi-site orthopedic practice with seven locations in the region. The schedule is primarily Monday through Friday, with one weekend per quarter (Saturday and Sunday) required. Weekday shifts start between 7:30 a.m. and 9:00 a.m., are scheduled for 8 hours, and are communicated at least a week in advance. Weekend shifts on Saturday and Sunday run from 8:00 a.m. to 12:00 p.m. Once trained at the Randolph location, you will work one evening shift per week from 12:00 p.m. to 8:00 p.m. The practice uses EMR systems (currently Medent, with ModMed planned as of August 2025) and handles a high volume of patients, typically 20–40 patients per day per provider, with appointments approximately every 15 minutes. You will occasionally float to other sites to cover PTO or call-outs, supporting locations such as Sparta (main hub), Randolph, Hackettstown, Newton, Cedar Knolls, and others in the network. The environment is fast-paced, collaborative, and patient-focused, with providers who are eager to teach and a close-knit team that maintains a small-group feel despite a larger network of more than 80 employees. The organization offers attractive permanent benefits, including retirement plan matching, generous PTO packages, and team-building activities such as an annual celebration.

Job Type & Location

This is a Contract to Hire position based out of Sparta, NJ.

The pay range for this position is $25.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Sparta,NJ.

This position is anticipated to close on Apr 22, 2026.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I is embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

Actalent is an equal opportunity employer.

About Actalent

Actalent is a global leader in engineering and sciences services. For more than 40 years, we’ve helped visionary companies advance their goals. Headquartered in the United States, our teams span 150 offices across North America, EMEA, and APAC—with four delivery centers in India led by 1,000 extraordinary employees who connect their passion with purpose every day.

Our Bangalore, Hyderabad, Pune, and Chennai delivery centers are hubs of engineering expertise, with core capabilities in mechanical and electrical engineering, systems and software, and manufacturing engineering. Our teams deliver work across multiple industries including transportation, consumer and industrial products, and life sciences. We serve more than 4,500 clients, including many Fortune 500 brands. Learn more about how we can work together at actalentservices.com.

Salary : $25