Medical Front Office Manager

Job Summary:

The Front Office Manager / Assistant is responsible general front office duties.

Job Responsibilities:

• Meet and greet patients in courteous, polite, and helpful manner.
• Answer multi-line phone system and route calls appropriately.
• Respect and maintain privacy of patients.
• Perform open and closing procedures.
• Maintain a neat environment by removing trash, cleaning windows, straightening magazines, watering plants, preparing beverage & snack station.
• Maintain office supply inventory and submit office supply requests according to company procedures.
• Check email, voicemail, and postal mail.
• Perform general office duties, such as scanning, faxing, making copies, etc.
• Manage EMR patient scheduling.
• Obtain and process new patient paperwork.
• Enter patients, visits, insurance/attorney information, daily notes, and payments in the EMR.
• Perform insurance verifications using Availity/ Insurance Provider Portal.
• Perform and document patient financial arrangements to include: explaining benefits; collecting co-pays, co-insurance and deductibles; and negotiating payment plans for patients with financial hardships.
• Obtain PI Letter of Protection (LOP) for Personal Injury patients.
• Build and maintain patient travel cards.
• Manage patient flow directing patients to treatment.
• Understand and implement (with assistance from the Clinic Director) case management procedures for IN network, OUT of network, Personal Injury, and Self-Pay patients.
• Assist Chiropractor or Physical Therapist with therapies, x-rays, and treatments.
• Run daily reports.
• Maintain PI spreadsheet by adding new patients and entering MRI, PRP, Neuro, PM referral information (PMs handle this part).
• Utilize external interfaces and platforms to create and upload vital information along with communicating with patients.
• Assist with MRI scheduling.

Qualifications:

• High School Diploma or equivalent.
• Must be able to effectively supervise and motivate front-office staff.
• Ability to communicate clearly and effectively, both written and verbally.
• Strong organizational abilities to manage schedules, maintain records, and ensure the smooth operation of front office activities.
• Customer Service Oriented.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office tools.

Key Competencies:

• Professionalism.
• Adaptability.
• Teamwork and Collaboration.
• Time Management.
• Attention to Detail.

Work Environment:

Patient-facing setting that requires multitasking, excellent communication skills, and the ability to stay organized in a busy, often high-pressure atmosphere.

Physical Requirements:

• Handling patient charts or files.
• Assisting patients with forms or answering questions in person.
• Managing office equipment.
• Cleaning and disinfecting work areas.
• Answering phone calls/Emails, greeting patients, and interacting with staff.
• Respond to Urgent Situations.

Note to Employee:

This job description outlines the general responsibilities and expectations for the position. Duties may be adjusted as organizational needs to evolve.