Assistant Front Office Manager

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: * Knowledge in human services/health related field with one to two years related experience in customer service or Associates Degree preferred.

* Strong communication, written and interpersonal skills * Basic computer skills * Detail-oriented; able to work accurately and efficiently in a fast paced environment.

* Friendly, reliable, and professional both in behavior and appearance.

* Ability to establish and maintain effective working relationships with other employees, individuals seeking assistance and the general public.

* Demonstrated decision making and problem solving competencies.

Principle Responsibilities and Duties: * 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.

* Maintain minutes of all meetings.

* Ensure consistency and continuity of patient care and flow.

* 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.

* Ensure Front Office Staff adheres to all policies and procedures.

* Reduce variability of work processes between all sites and services for a consistent patient experience.

* Monitor staff performance; maintain staff reviews.

* Assign lunch and break time, ensuring for proper staff coverage at all times.

* Order and monitor delivery of all supplies needed for front office.

* Ensure productivity reports are followed through with other staff.

* Collect all co-pays from patients, ensuring the money is kept in a safe place.

* 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.

* Complete all staff time sheets, making sure they are delivered to the payroll in a timely manner.

* Maintains staff by recruiting, selecting, orienting, and training employees * Perform good-will duties for patients, answer complaints, promote and ensure patient satisfaction.

* Work closely with the billing department to ensure all medical encounter/billing forms are properly checked off and accounted for.

* Monitor timely opening and closing of facility.

* In the waiting room, greet the patients and visitors with a friendly, professional manner.

* 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.

* Ensures that telephone inquiries are handled in a professional, friendly manner.

* Maintain confidentiality of all health center information.

* Preforms all and any additional duties as requested.

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

Working Conditions: * This position may require the ability to work long and arduous hours.

* 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.

* Requires rotation with other Front Office personnel with little or no notice and can be between facilities.

* In addition, you will be required to cover later clinic hours including weekends between any Caring Health Center locations.

JOB CODE: 10