Front Office Manager

Job Description:

Front Office Manager

Southern Jersey Family Medical Centers, Inc. is seeking a talented Front Office Manager to step into our fast-paced facility!

Summary: The Front Office Manager assists the Practice Manager with the administration of daily operations, including but not limited to the supervision of front office personnel and patient services.

Hours: This is a full-time position that requires the ability to work a flexible schedule. General daytime hours Monday - Friday with rotating Saturdays and at least two evenings per week.

Position Responsibilities/Duties:

• Provide leadership to assigned staff that reflects the mission, vision and philosophy of the organization
• Oversee daily administrative operations and assist with process improvements
• Assist the COO and Practice Manager in planning, organizing, staffing, managing and controlling the front-end operations of the center
• Prepare reports requested by the COO and Practice Manager accurately and in a timely manner
• Reports all matters related to billing, insurance updates, billing training and collections to the Patient Account Manager
• Ensure that billing information is accurately processed and forwarded to the corporate office by the following day
• Ensure that the center operates in accordance to all contracts and agreements that have been executed by the CEO, managed care companies and any other third party payers
• Ensure compliance to all center policies & procedures along with all regulatory agency requirements, applicable federal and state and local laws, including but not limited to HIPPA, Medicare Fraud and Abuse Act, NJ DOH License Ambulatory regulations, DEPE: etc.
• Ensure that patients are registered in a timely manner, any fees are collected prior to visit, and all patients are checked out properly at the end of each visit
• Ensure patients, visitors and deliveries are received appropriately and proper staff notified
• Oversee patient financial data collection and ensure its integrity
• Establish expertise in the utilization of electronic health records as a super user
• Monitor provider schedules to ensure optimal utilization for patient appointments
• Ensure patient visit cycle is completed within (1) one hour
• Ensure that staffing is monitored and maintained on a daily basis
• Ensure the proper safeguarding and maintenance of all company records
• Keep the COO and Practice Manager informed of any and all problems, actual and potential
• Perform HR functions for Front End Staff: complete personnel requisitions, candidate interviewing, counsel and coach staff as appropriate, evaluate performance, etc.
• Promote an excellent rapport with personnel in all operational departments of the company, patients, doctors, and the business/medical community at large
• Assist with patient satisfaction activities: review patient satisfaction data and comments monthly, implement activities to improve the patient/family experience at practice, address any complaints or concerns in a timely manner
• Assist Practice Manager with daily huddles and monthly meetings to include agenda preparation
• Performs other duties as assigned by authorized personnel or as required to meet the needs of the practice for high quality patient care
• Responsible for ensuring all office and IT equipment and facility are fully functioning and that any needed repairs are reported and corrected
• Responsible for ensuring that the front operation meets and exceeds quality expectations and participates in center Q/A program