Front Desk Office Manager

Tara Scates

Healthcare Administration (ACHE), Operations Management, & Sales

Nashville, TN ************@*****.*** 901-***-**** EXPERIENCE

Female Urology of Nashville, Nashville, TN— Front Office Manager June 2025 - Present

● Manage multiple provider and staff schedules

● Ensure the accuracy and security of all PHI as defined by HIPAA

● Assist general front desk duties: answering phones, checking patients in/out, utilizing conflict resolution

● Oversee all front desk associates and operations

● Oversee all clinical and administrative staff as needed in the absence of the clinic administrator

● Support all administrative and clinical staff as needed River Region Psychiatry Associates, Nashville, TN— Regional Clinic Leader May 20, 2024 - April 16, 2025

● Managed multiple provider schedules and all oversaw all clinic operations across clinics in TN, GA, and KY

● Ensured the accuracy and security of all PHI as defined by HIPAA

● Oversaw the prescribing and management of controlled substances and provider relations

● Supported all administrative and clinical staff as needed

● Reported and monitored KPIs defined by leadership

● Managed day to day HR operations: hiring, firing, and training

● Acted as a resource and trainer for Clinic Leaders company wide

● Developed and implemented training and reference materials for the Spravato service line including but not limited to the creation of the SOP, process mapping, development of key processes, policies, and procedures as well all supporting legal documentation

● Oversaw the compliance and regulation of all state, federal, company guidelines TN Oculoplastics, Nashville, TN— Front Desk Associate December 2023 - May 17, 2024

● Ensuring all front desk processes run smoothly for the multiprovider practice

● Coordinating, scheduling, and traveling to the 8 satellite locations

● Scheduling, checking patients in, taking/posting payments, answering phones

● Processing incoming referrals

● Making sure all of our patients have a wonderful experience whether they are seeing us for a medical condition or cosmetics

US Health Advisors, Nashville, TN— Licensed Health, Dental, & Vision Insurance Producer July 2023 - PRESENT

● Assisting individuals, families, and small businesses with all of their health/life insurance needs.

● Acting as a patient advocate when clients have questions or concerns.

● Licensed in: TN, AL, GA, MI, MS, NC, TX, VA

Rehab Medical, Nashville, TN — Branch Operations Manager February 2022 - July 2023

● Human Resources management

● Ensured all performance metrics and other KPIs were met

● Performed monthly compliance inspections of the office, warehouse, and technician vans

● Inventory, order, and report management

● Hired, trained, and maintained all Operations employees

● Maintained Medicare, state, and company compliance

● Payroll approval & insurance verifications

● Scheduled and coordinated technician routes and deliveries all over the state Paul E. Scates Jr MD Family Medicine, Somerville, TN — Practice Manager December 2021 - February 2022

● Human Resources management of the two-provider Rural Health practice

● Provided conflict management and staffing control as needed

● Monitored all finances, purchasing, and clinical inventory

● Maintained KPIs

● Performance/Process Improvement

● Prepared the practice for success after the retirement of Dr. Scates Essential Healthcare Solutions, Nashville, TN — Operations Manager August 2021 - December 2021

● Lead and provided support for multiple projects including: network building, government contracts, nation-wide nurse staffing, and consulting

● Bi-weekly payroll/payroll setup for the entire company, weekly invoicing, and expense reports.

● Managed relations with all contracted staff nation-wide.

● Built/managed reports to help interpret and improve KPIs.

● Provided support and resolution for all teams/projects.

● Scheduled and conducted daily team meetings and managed daily HR operations. Gynecologic Oncology of Middle TN (HCA), Nashville, TN — Medical Office Specialist September 2020 - August 2021

● Provided any clerical/administrative support needed among staff, providers, or patients.

● Managed scheduling for two surgeons and three Nurse Practitioners among the outpatient facility.

● Verified health insurance and filed necessary pre-authorizations.

● Authorized and fulfilled legal, clinical, and administrative requests or medical records.

● Checked patients in/out- verifying patient information & collecting/posting payments.

● Prepared patient charts - obtaining any necessary clinical documentation from referring providers. EDUCATION

The University of Memphis, Memphis, TN — MHA

August 2018 - May 2020

Major: Master of Healthcare Administration

The University of Memphis, Memphis, TN — BBA

August 2012 - December 2017

Major: International Business

Skills

● Software Programs - Microsoft Excel, PowerPoint, eClinical Works, NexGen, Tebra/Kareo, MindWise, Luma, Iron Mountain, Passport, Paycor, Paychex, Paylocity, ADP, DocuSign, SharePoint, SalesPilot, Brightree, and Ringy.

● Analytical Programs / Data Platforms- Microsoft Visio, Domo, and Minitab

● Managing and measuring KPIs and other performance metrics

● Leadership, effective communication among varying levels of administration, and relationship-building with clinical, non-clinical, and administrative staff as well as patients.

● Developing and implementing training and reference materials for service lines, operations, processes, procedures, and reporting.

● Specialties : Internal Medicine, Primary Care, Oncology, Gynecology, Plastic Surgery, Pediatrics, Dentistry, Psychiatry / Mental Health, Pain Management, Substance Abuse, Urology, & Multi-SpecialtPractices. Ages: Pediatrics, Teens, Adults, & Geriatrics.

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