Front Office Supervisor

Company Overview

Nehalem Bay Health Center and Pharmacy provides personalized medical care for local residents and visitors to the Oregon coast. Its service area is designated as a Health Professional Shortage and Medically Underserved Area.

Overview

Nehalem Bay Health Center and Pharmacy seeks a highly motivated Front Office Supervisor to oversee day-to-day medical reception and front office operations at both the main health center and the school-based health center (SBHC). This position provides leadership, direction, and support to front office staff and ensures consistent, efficient, and patient-centered workflows.

The Front Office Supervisor oversees patient check-in and registration, scheduling, Sliding Fee Scale processes, front office workflows, and customer service. This position works closely with the RN Clinic Manager, clinical teams, billing, referrals, and other departments to support efficient patient flow and access to care.

Duties

• Supervises and trains front desk staff.
• Ensures that front office staff are fulfilling all aspects of the front office staff job description.
• Completes monthly shift schedules.
• Maintains front office training materials and resources.
• Participates in staff meetings and other meetings as appropriate.
• Assists with audits, quality improvement activities, and compliance reviews related to front-office operations.
• Provides regular updates to the RN Clinic Manager regarding front-office operations, staffing, workflow concerns, and opportunities for improvement.
• Maintains confidentiality of patient and organizational information.
• Assists RN Clinic Manager in reviewing and developing procedures for the front office.
• Completes annual evaluations of front office staff.
• Handles complaints and specific patient requests.
• Troubleshoots emergencies.
• Assists Referral Coordinator in completing referrals, including prior authorizations, scheduling patient appointments, paperwork follow-up, tracking and electronic health record documentation.
• Fills in for Referral Coordinator as needed.
• Fills in for front office staff as needed.
• Scans all incoming paperwork and reports into patient electronic medical records on a daily basis.
• Works with front office staff to ensure accuracy in scanning.
• Enrolls patients in MyChart.
• Reviews, builds, and maintains provider templates.
• Works with Panel Coordinator to identify patients who need MyChart access.
• Works with the patient outreach list on a weekly basis to ensure that all appointments are scheduled appropriately and as needed and maintains patient outreach reports.
• Assigns outreach to reception employees for APM, metrics, wait lists and other outreach duties as needed.
• Protects patient rights by maintaining confidentiality of health and financial information (HIPAA).
• Maintains operations by following policies and procedures and reports needed changes to RN Clinic Manager.
• Works with the entire team to ensure efficient operations.
• Promotes a welcoming, respectful, and patient-centered environment.
• Serves as a resource for staff handling difficult or sensitive patient interactions.
• Assists with escalated patient concerns related to front-office services.
• Models professional communication and excellent customer service.
• Promotes consistency in the patient experience at both the main clinic and SBHC.
• Performs other related duties as assigned.
• Ability to run and analyze reports within the EHR system to monitor performance indicators, identify trends, and support workflow improvement.
• Performs other duties as assigned by the RN Clinic Manager leadership.

Skills/Attributes

• Ability to multi-task.
• Basic computer skills.
• Organizational skills, including time management, scheduling, and flexibility, while maintaining professionalism and quality focus.
• Experience in medical reception, patient registration, or healthcare administration.
• Strong understanding of medical front-office workflows.
• Strong communication and customer service skills.
• Ability to provide directions, training, and support to staff.
• Ability to manage multiple priorities in a healthcare environment.
• Knowledge of patient privacy and confidentiality requirements.

Qualifications

• High school or GED graduate.
• Minimum of one year work experience in a medical office setting.
• Previous office receptionist experience, preferred.
• Medical record experience (EPIC) preferred.
• Experience working in an FQHC or community health center.
• Experience with Sliding Fee Scale programs.
• Previous supervisory or lead experience.
• Experience working in a school-based health center.
• Experience with electronic health records and practice management systems.
• Knowledge of Medicaid, Medicare, and commercial insurance registration processes.

Pay: $25.00 - $31.73 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Free parking
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $25 - $32