Office Manager

Position Summary

The Administrative Front Office Manager plays a key leadership role in overseeing the daily administrative and front-office functions of the clinic. This position ensures exceptional patient experiences, efficient workflows, and a collaborative team environment. The Manager is responsible for supervising administrative support staff, coordinating office logistics, and ensuring adherence to company policies and healthcare compliance standards.

Key Responsibilities

Team Leadership & Oversight

• Supervise and support administrative and front-office team members, including Client Specialists and Phone Agents.
• Provide coaching, feedback, and regular performance evaluations to promote growth and accountability.
• Support hiring, onboarding, and training of new employees to ensure alignment with organizational standards.
• Foster a professional, compassionate, and efficient work environment that reflects the organization’s mission and core values.

Patient Experience & Service Excellence

• Oversee all front-desk operations to ensure consistent, high-quality patient service and communication.
• Maintain a welcoming and organized reception area that promotes a positive first impression.
• Monitor patient check-in/check-out processes and scheduling workflows to ensure efficiency and accuracy.
• Address and resolve patient concerns promptly and professionally, escalating issues when necessary.

Administrative Operations

• Oversee daily administrative functions, including scheduling, supply management, and office maintenance.
• Coordinate and monitor staff schedules to ensure adequate coverage during operating hours.
• Review and approve time-off requests, manage workflow adjustments, and ensure coverage during absences.
• Maintain organized and compliant patient documentation and administrative records.
Manage office supply inventory, vendor relationships, and expense tracking within budget guidelines.

Communication & Collaboration

• Serve as the key communication link between the front office, clinical teams, and operations leadership.
• Communicate updates, policy changes, and expectations clearly to staff.
• Partner with clinical and administrative leaders to optimize patient flow and operational efficiency.
Participate in leadership meetings and contribute to continuous improvement initiatives.

Compliance & Safety

• Ensure compliance with all clinic policies, HIPAA regulations, and safety protocols.
• Maintain confidentiality and uphold professional standards in all patient and employee interactions.
Monitor adherence to company procedures and participate in audits or corrective actions as needed.

Qualifications Required:

• 3 years of experience in office management, administrative coordination, or a related leadership role.
• Strong interpersonal and leadership skills with the ability to mentor and motivate a diverse team.
• Excellent organizational and problem-solving abilities.
• Proficient in Microsoft Office Suite and healthcare management software systems.
• Ability to multitask and manage competing priorities in a fast-paced environment.

Preferred:

• Experience in a medical or healthcare setting.
• Familiarity with electronic health record (EHR) systems.
Knowledge of medical scheduling, insurance verification, or billing processes.

Key Competencies

• Leadership & Team Development
• Patient-Centered Service
• Communication & Collaboration
• Problem Solving & Critical Thinking
• Organization & Time Management
• Compliance & Confidentiality