Front Office Manager / Medical Receptionist

Description

Job Summary

Seeking a motivated, organized, and experienced Front Office Manager & Medical Receptionist to join our team. This role serves as the face of our practice, providing exceptional customer service to patients while acting as the backbone of daily operations. The ideal candidate will seamlessly blend welcoming patient interaction with efficient administrative management, including scheduling, insurance verification, and staff coordination.

This role is ideal for someone who thrives under pressure, has prior medical front office experience, and takes pride in keeping an office running smoothly while delivering a warm, reassuring experience to every patient. The physician leads with passion and purpose and is seeking a team member who shares the same commitment to patient care, accountability, and excellence.

This is not an entry-level position. The ideal candidate should be comfortable managing multiple responsibilities simultaneously, anticipating needs, and problem-solving independently in a high-volume setting.

Key Responsibilities

1. Patient Reception & Experience (Receptionist Duties)

• Greet all patients and visitors warmly, offering a welcoming, professional environment and positive first impression
   
• Manage high-volume phone lines, inquiries, and emails promptly
   
• Triage calls appropriately, transfer when needed, and ensure timely message delivery
   
• Register patients accurately and efficiently in Epic
   
• Monitor and manage Epic In Basket messages throughout the day
   
• Schedule appointments and procedures while prioritizing same-day patient needs
   
• Check patients in/out, verify demographics, and scan insurance cards/IDs
   
• Minimize patient wait times by efficiently managing provider schedules and exam room flow
   
• Collect co-payments, deductibles, and outstanding balances and maintain and reconcile change
   
• Assist patients with forms and documentation
   
• Communicate clearly and professionally with physicians, staff, and outside offices
   
• Obtain outside medical records, referrals, and test results
   
• Maintain an organized, clean, and welcoming front office and waiting area
   
• Support back-office functions when necessary (e.g., rooming patients, taking vitals)
   
• Sort and manage incoming/outgoing mail
   
• Learn new workflows and responsibilities quickly to support evolving practice needs
   
• Perform other duties as assigned to support high-quality patient care
   

2. Operations Management (Office Manager Duties)

• Oversee daily office operations to ensure a smooth, productive work environment
   
• Supervise staff, including hiring, scheduling, training, meetings, and performance monitoring
   
• Manage inventory of medical supplies, office supplies, and equipment, ordering as necessary
   
• Implement and enforce office policies, procedures, and HIPAA/OSHA compliance
   
• Handle facility maintenance issues and coordinate with vendors
   
• Attend manager meetings
   

3. Scheduling & Billing Coordination

• Schedule, reschedule, and confirm patient appointments, ensuring efficient use of provider time
   
• Verify insurance eligibility and benefits prior to appointments
   
• Handle prior authorizations and approvals during the workday
   
• Reconcile daily payments and generate daily close-out reports
   
• Identify and resolve patient billing inquiries and account discrepancies
   

Required Skills & Qualifications

• Experience: Minimum 3+ years of medical office experience, specifically in a receptionist or administrative role, with 2+ years in a management or supervisory capacity preferred
   
• Strong understanding of medical insurance, registration, and authorization processes
   
• Excellent multitasking, organizational, and time-management skills
   
• Ability to remain calm, professional, and focused in a high-stress environment
   
• Strong work ethic, reliability, and attention to detail
   
• Technical Proficiency: Proficiency with EHR/EMR systems (Epic preferred) and Microsoft Office Suite
   
• Communication: Excellent verbal and written communication skills to interact professionally with patients, physicians, and staff
   
• Organization: Strong multitasking skills and the ability to work comfortably under pressure in a fast-paced environment
   
• Compliance: Deep understanding of HIPAA regulations
   
• Education: High School Diploma required; Associate’s or Bachelor’s degree in health or business administration preferred
   

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
   
• Must be able to lift up to 20 pounds
   

Benefits

• Competitive salary
   
• Health, Dental, and Vision insurance benefits available
   
• Life, AD&D, LTD
   
• FSA & HSA
   
• Sick leave, vacation, and holidays
   
• 401(k) Retirement Plan
   

Qualified candidates only. Please submit a resume and cover letter for consideration.

Disclaimer: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.