Front & Back Office Operations Lead

About Us

We are a virtual-first primary care organization reimagining how people access and experience healthcare. Our mission is to deliver comprehensive, high-quality, and compassionate care that integrates technology, data, and human connection through a seamless digital platform complemented by in-person visits when needed. While our care is provided exclusively to patients in the United States, our team is distributed across the United States and Canada, bringing together clinicians, technologists, and operators who share a commitment to making high-quality healthcare delightful, personal, and accessible to everyone.

Description

We are currently looking for a Front & Back Office Operations Lead to help provide a delightful patient experience at our San Francisco Clinic location. As Front & Back Office Operations Lead, you will be the onsite point person for our virtual provider team when they come onsite to see patients and be responsible for a combination of front and back office administrative duties.

Responsibilities

The Front & Back Office Operations Lead will conduct both front and back office responsibilities, as well as other duties as assigned by management.

Front Office Responsibilities

Patient Experience

• Ensure a delightful, efficient patient experience.
• Manage front desk operations as the in-clinic help desk.
• Oversee patient check-in/check-out processes.
• Serve as the point of contact for escalated patient concerns, resolve complaints efficiently and empathetically.
• Promote Circle Medical services to prospective walk-ins and assist with online booking, if necessary.
• Initiative and own patient outreach activities.
• Develop and refine front desk procedures, offer ideas to improve workflows and patient experience.
• Communicate clinic information to patients and work closely with the Patient Care Advocate team.
• Answer incoming clinic-specific phone calls.
• Monitor front desk KPIs (wait times, service quality, etc.).
  
  

Provider Coordination

• Serve as the coordinator for providers rendering in-office patient services, including schedule scrubbing and appointment reminder calls.
• Support provider administrative tasks.
• Implement strategies to deescalate situations and manage any personnel conflicts.
  
  

Patient Experience

• Maintain a polished and welcoming front-of-house “Living Room.”
• Conduct office opening and closing procedures.
• Maintain mail protocol and manage all incoming mail.
• Serve as the onsite liaison to Circle Medical’s clinic operations team.
  
  

Back Office Responsibilities

Compliance

• Oversee and assist management in the obtaining/renewing of facility permits, certifications, and registrations.
• Ensure regulatory compliance (OSHA, HIPAA, hazardous waste, bio-hazardous water).
• Ensure safety, security, and maintenance of clinic and office environment
• Quarterly review of clinic specific SOPs
• Support medical records workflows.
  
  

Vendor Management

• Manage vendor relationships.
• Local liaison for sublet administrative space across the street.
• Provide onsite support for any maintenance requests required
  
  

Inventory Management

• Maintain clinic inventory with ACXSS management system.
• Scan and upload documents and invoices.
• Assure proper exam room stocking.
• Coordination of deliveries and stock.
  
  

Skills / Qualifications Required

• 2 years clinic experience.
• 1 year supervisory or team leadership experience.
• Self-starter with the ability to work independently with limited direct supervision.
• Excellent communication skills.
• Warm, consistent patient-facing demeanor.
• Ability to multitask and adapt to change.
• High technical aptitude.
• Problem-solving and ownership mindset.
• Availability M–F, 8 AM–5 PM.
  
  

Compensation

Our compensation is market-aligned, performance-led, and designed to ensure internal equity. We review pay regularly, with progression tied to demonstrated impact and expanded scope rather than tenure alone. Final offers are determined by an applicant's unique skills, competencies, and qualifications.

Benefits

Please note that specific benefits vary by country and location of employment. Your recruiter will confirm the exact package available to you during the interview process.

• Paid Time Off: Flexible vacation, sick leave, and 12 statutory holidays.
• Health & Insurance: Medical, Dental, Vision, Disability, and Life insurance.
• Wellness: Mental health programs and an Employee Assistance Program (EAP).
• Retirement: RRSP/401(k) program with company match.
• Development: Annual reimbursement for eligible training and professional programs.
  
  

Circle Medical is an equal opportunity employer and affirmatively seeks diversity in its workforce. Circle Medical recruits qualified applicants and advances in the employment of its employees without regard to race, color, religion, gender, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, ethnic or national origin, marital status, veteran status, or any other status protected by law.