Clinic Office Supervisor - Lakewood Family Medicine Clinic

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Do you thrive in a fast-paced environment where organization, leadership, and customer service come together? We're looking for a Front Office Supervisor who is passionate about creating an outstanding experience for patients while leading a high-performing front office team.

In this role, you'll oversee the daily operations of our front office, support Patient Representatives, and ensure every patient interaction is welcoming, efficient, and seamless. You'll serve as a key leader, collaborating with clinical leadership, improving workflows, mentoring staff, and helping the practice achieve operational and financial success.

If you're an organized problem-solver who enjoys coaching others and making a positive impact every day, we'd love to have you on our team.

What You'll Do

• Lead the day-to-day operations of the front office, ensuring efficient workflows and exceptional customer service.

• Supervise and support front and back office Patient Representatives while fostering a positive, collaborative work environment.

• Oversee daily functions including medical record maintenance, appointment scheduling, telephone operations, patient registration, billing, and abstracting.

• Reduce front desk errors and improve processes to create a smooth and efficient patient experience.

• Answer questions and provide information to patients regarding office services and procedures.

• Monitor appointment schedules, patient flow, medical records, and staff productivity to ensure efficient clinic operations.

• Ensure patients are registered accurately with complete demographic and financial information while maintaining proficiency with the electronic registration system.

• Maximize patient satisfaction, provider efficiency, and front office morale by developing and maintaining effective office workflows.

• Serve as the primary liaison between office staff, the Clinical Manager, and the Patient Access Department, communicating operational needs, training opportunities, and process improvements.

• Maintain continuity among the front office team by documenting procedures, communicating updates, and identifying ongoing operational needs.

• Conduct employee performance evaluations, participate in hiring recommendations, initiate disciplinary actions when appropriate, and keep leadership informed throughout the process.

• Implement, maintain, and enforce departmental policies, procedures, and guidelines while ensuring proficiency checklists are completed and maintained for each office support position.

• Accurately review employee timecards, submit payroll information by established deadlines, and track employee sick leave, vacation, and personal time.

• Support the achievement of departmental financial and service delivery goals.

• Maintain or delegate inventory management and ordering of office supplies, printed materials, and facility supplies.

• Ensure office equipment and facility maintenance needs are identified and addressed promptly.

• Become a "super-user" for office technology systems and serve as the primary trainer for applicable software and information systems.

• Assist the Department Director and/or Medical Director with the development and ongoing maintenance of provider schedules.

• Promote quality improvement, patient safety, staff engagement, and cultural diversity through daily leadership and department operations.

• Provide courteous, professional, and compassionate service to patients, visitors, providers, and fellow team members.

• Maintain compliance with applicable laws, regulations, organizational policies, the Code of Conduct, the Corporate Compliance Plan, and required compliance training.

What You'll Bring (Requirements)

• High school diploma or equivalent required; advanced degree or professional certification preferred.

• Minimum of two years of office management experience.

• Previous administrative support experience within a healthcare organization.

• Knowledge of organizational policies and procedures.

• Knowledge of fiscal management and human resource management techniques.

• Knowledge of office management practices and operational workflows.

• Strong computer skills with the ability to become a "super-user" of office systems and applications.

• Ability to gather, analyze, and evaluate data to support operational decision-making.

• Excellent written and verbal communication skills.

• Ability to clearly communicate policies and procedures while effectively solving day-to-day operational challenges.

• Understanding of budgeting processes and familiarity with practice finances and reimbursement systems to support financial performance and service delivery goals.

Why You'll Love This Opportunity

As the Front Office Supervisor, you'll play a vital role in creating an exceptional experience for both patients and staff. You'll have the opportunity to lead a dedicated team, improve operations, mentor employees, and help shape a welcoming, efficient, and high-performing practice where outstanding patient care starts the moment someone walks through the door.