Medical Assistant Lead Front Office - Heart & Vascular Wellness Center

Murrieta, CA 92562

About the Job

Cardiology Experience Required

Summary: The Front Office Lead is responsible for overseeing the daily operations of the front office, ensuring a high level of patient service and efficient administrative processes. This role requires strong leadership skills, excellent communication abilities, and a thorough understanding of front office procedures in a healthcare setting. The ideal candidate will foster a welcoming environment for patients and support staff in delivering exceptional cardiovascular care.

Key Responsibilities:

Supervision and Leadership:

Lead and supervise front office staff, providing training, guidance, and support.
Schedule and assign tasks to ensure efficient workflow and coverage.
Conduct regular performance evaluations and provide constructive feedback to team members.
Organize team meetings to discuss challenges, share updates, and celebrate achievements.
Foster a positive team culture that promotes collaboration and professional growth.
Address staff performance issues promptly and appropriately.
Develop and implement onboarding processes for new hires in the front office.
Ensure adherence to company policies and procedures among front office staff.

Patient Interaction:

Greet patients warmly and facilitate check-in and check-out processes, ensuring a smooth experience.
Address patient inquiries, concerns, and complaints in a professional and empathetic manner.
Provide detailed information to patients regarding their appointments, procedures, and required documentation.
Assist patients in filling out necessary forms and ensuring completeness for efficient processing.
Follow up with patients regarding their appointments and any necessary preparations.
Collect patient feedback to identify areas for service improvement.
Ensure that the waiting area is comfortable, clean, and inviting for patients and families.
Handle patient complaints and issues, escalating to management when necessary.
Manage, Assign and Administer Patient Voicemails.

Administrative Management:

Oversee appointment scheduling and manage patient flow to minimize wait times and maximize efficiency.
Ensure accurate and timely entry of patient information into the electronic health record (EHR) system.
Maintain the organization and cleanliness of the front office area, including waiting rooms and reception desks.
Monitor office supplies and order necessary materials to ensure operational efficiency.
Develop and implement standard operating procedures for front office tasks.
Create and maintain reports on appointment statistics, patient volumes, and staff performance metrics.
Coordinate with IT support for any technical issues related to office equipment and EHR systems.
Manage and oversee the proper use of office technology and resources by staff.

Billing and Insurance:

Coordinate billing processes, including verifying insurance eligibility and collecting co-pays before patient visits.
Assist patients with billing inquiries, clarifying charges and explaining insurance coverage.
Work with insurance companies to ensure claims are processed accurately and timely.
Conduct audits on billing records to identify discrepancies and resolve issues proactively.
Maintain accurate records of payments and outstanding balances for follow-up.
Educate staff on billing procedures and updates related to insurance policies.
Facilitate communication between patients and billing departments to resolve any financial concerns.
Monitor and track accounts receivable to improve collection processes.

Quality Improvement:

Monitor front office operations for compliance with organizational policies and regulatory standards.
Identify areas for improvement in patient service and administrative processes through regular audits.
Implement and support quality assurance initiatives to enhance patient satisfaction.
Collect and analyze patient satisfaction surveys to inform process improvements.
Collaborate with clinical staff to streamline communication and reduce errors in patient information.
Participate in quality improvement committees and contribute ideas for enhancing service delivery.
Develop training materials and workshops focused on improving customer service.
Ensure adherence to best practices for patient confidentiality and data protection.

Collaboration:

Work closely with clinical staff to facilitate communication and improve patient care delivery.
Participate in interdisciplinary team meetings to discuss patient experiences, outcomes, and service improvements.
Establish strong relationships with referral sources to enhance patient intake processes.
Collaborate with marketing teams to promote cardiovascular services in the community.
Assist in organizing community outreach programs to raise awareness about cardiovascular health.
Act as a representative of the front office in staff meetings and organizational events.
Share best practices and success stories with other departments to foster a collaborative culture.
Support efforts to integrate new technologies that enhance patient experience and care coordination.

Requirements:

1-5 Years Experience as a Front Office Lead in a Cardiology Setting/Clinic.
Certificate, Degree Preferred but not required.

Knowledge, Skills, Abilities, and Other Characteristics:

Knowledge:

Understanding of front office operations in a healthcare setting, particularly in cardiology.
Familiarity with medical terminology, billing processes, and insurance policies.
Knowledge of compliance regulations related to patient privacy and healthcare administration.

Skills:

Strong leadership and team-building skills.
Excellent communication and interpersonal skills.
Proficient in using electronic health record (EHR) systems and office software.

Abilities:

Ability to multitask and prioritize in a fast-paced environment.
Strong problem-solving skills and ability to handle difficult situations with tact.
Capability to train and mentor staff effectively.

Other Characteristics:

Patient-focused and compassionate approach to service.
Professional demeanor with a commitment to maintaining confidentiality.
Flexible and adaptable to changing needs and priorities.

Bilingual proficiency in English and Spanish is ideal but not a deal breaker.

At-Will Disclaimer:

Heart & Vascular Wellness Center is an at-will employer. This means that employment with Heart & Vascular Wellness Center is voluntary and at the mutual consent of both the employee and the company. As an at-will employee, you have the right to resign from your position at any time, with or without cause or advance notice. Similarly, Heart & Vascular Wellness Center reserves the right to terminate your employment at any time, with or without cause or advance notice, subject to applicable laws and regulations. No representative of Heart & Vascular Wellness Center, other than the President or a designated officer, has the authority to enter into any agreement for employment for any specified period of time or to make any agreement contrary to the at-will employment relationship described here.

Equal Opportunity Disclaimer:

Heart & Vascular Wellness Center is an equal opportunity employer. We are committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other legally protected status. We prohibit discrimination and harassment based on any of these characteristics. Heart & Vascular Wellness Center is dedicated to fostering an inclusive and diverse workplace where all individuals are treated with dignity and respect.

Accommodation Disclaimer:

Heart & Vascular Wellness Center is committed to providing reasonable accommodations to employees and applicants with disabilities to enable them to perform the essential functions of their positions and to participate fully in the application process. If you require an accommodation due to a disability, please inform our Human Resources Department promptly to discuss your needs. Heart & Vascular Wellness Center will engage in an interactive process with you to determine appropriate accommodations in accordance with applicable laws and regulations. Providing accommodations is based on individual circumstances and does not guarantee an accommodation in all cases.

Source : Heart & Vascular Wellness Center