Assistant Front Office Manager - Caring Health Center Inc

General Description:

Responsible to assist Front Office Operations Manager in the oversight of the Main Street Site front office operations, inclusive of the following: enrollment registration, scheduling, medical records, switchboard/telephone coverage, interpreter services, greeting the public and overseeing the waiting room, and responsibility for clerical functions related to in-take of patients.  This position requires the individual to work in the capacity of all Front Office Operations, wherever there is a need for coverage.

Reports to:           Senior Front Office Operations Manager

Salary/Status:       Non-Exempt

Department:         Front Office

Minimum Requirements:

1. Knowledge in human services/health related field with one to two years related experience in customer service or Associates Degree preferred.
2. Strong communication, written and interpersonal skills
3. Basic computer skills
4. Detail-oriented; able to work accurately and efficiently in a fast paced environment.
5. Friendly, reliable, and professional both in behavior and appearance.
6. Ability to establish and maintain effective working relationships with other employees, individuals seeking assistance and the general public.
7. Demonstrated decision making and problem solving competencies.

Principle Responsibilities and Duties:

1. Collaborate with the Medical Practice Manager, Senior Front Office Operations Manager, Assistant Front Office Operations Managers, and Clinical Managers to assure for smooth patient flow and quality assurance.
2. Maintain minutes of all meetings.
3. Ensure consistency and continuity of patient care and flow.
4. Foster a good working relationship with Ancillary Services, Fiscal and Medical Divisions, Dental and specialty departments.  Develop a good referral mechanism between these groups and the Front Office Staff.
5. Ensure Front Office Staff adheres to all policies and procedures.
6. Reduce variability of work processes between all sites and services for a consistent patient experience.
7. Monitor staff performance; maintain staff reviews.
8. Assign lunch and break time, ensuring for proper staff coverage at all times.
9. Order and monitor delivery of all supplies needed for front office.
10. Ensure productivity reports are followed through with other staff.
11. Collect all co-pays from patients, ensuring the money is kept in a safe place. 
12. Ensure that the petty cash fund is reconciled at all times. Ensure that the funds are kept in a secure location, such as a locked cash box or desk drawer.
13. Complete all staff time sheets, making sure they are delivered to the payroll in a timely manner.
14. Maintains staff by recruiting, selecting, orienting, and training employees
15. Perform good-will duties for patients, answer complaints, promote and ensure patient satisfaction.
16. Work closely with the billing department to ensure all medical encounter/billing forms are properly checked off and accounted for.
17. Monitor timely opening and closing of facility.
18. In the waiting room, greet the patients and visitors with a friendly, professional manner.
19. Oversees visitor/patient activities. Monitors use of TV/VCR, water cooler, and furnishings; ensures that waiting room, front entry and reception desk are orderly and professional in appearance.
20. Ensures that telephone inquiries are handled in a professional, friendly manner.
21. Maintain confidentiality of all health center information.
22. Preforms all and any additional duties as requested.

Physical Requirements:

Prolonged periods of sitting at a desk and writing on a computer.

Working Conditions:

1. This position may require the ability to work long and arduous hours.
2. This position also requires the ability to use a computer, work at a computer workstation, viewing a CRT and have some knowledge of a keyboard. 
3. Requires rotation with other Front Office personnel with little or no notice and can be between facilities.  
4. In addition, you will be required to cover later clinic hours including weekends between any Caring Health Center locations.