Medical Reception & Daily Operations

• Greet patients warmly and create a welcoming, professional environment that ensures an exceptional patient experience.

• Coordinate patient flow to minimize wait times and optimize daily schedules.

• Provide daily oversight of front desk operations, including scheduling, appointment confirmations, and handling patient inquiries.

• Monitor front desk workflows and communication channels, including Teams chats, fax queues, email inboxes, and daily operational reports.

• Conduct daily provider check-ins to address scheduling needs, patient flow concerns, and operational issues.

• Adjust schedules as needed to support daily operations and communicate changes clearly with Front Desk (FD) and Call Center (CC) teams.

• Step in as a Medical Receptionist in any department as needed to ensure uninterrupted operations.

• Ensure compliance with practice policies, procedures, and HIPAA regulations.

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Leadership, Execution & Accountability

• Manage the day-to-day activities of the reception area, ensuring seamless workflow and operational efficiency.

• Serve as the first-line escalation point for front desk staff, providers, and patients.

• Assign daily work and tasks to front desk staff and ensure they are carried out correctly, efficiently, and on time.

• Monitor staff performance, morale, and workflow effectiveness; identify areas of weakness and escalate trends or concerns to the Practice Manager.

• Provide training, coaching, and general guidance to reception staff to maintain consistent standards of service.

• Foster a collaborative, positive, and professional work environment.

• Assist in coordinating staff coverage for absences, schedule gaps, and unexpected operational needs.

• Set daily priorities and organize work under the guidance of the Practice Manager.

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Administrative, Compliance & Operational Support

• Ensure the ongoing efficient and compliant operational performance of front desk functions.

• In collaboration with IT, ensure required reports for departmental compliance are generated and maintained accurately.

• Assist with monitoring and tracking key performance indicators (KPIs) and support performance improvement initiatives as directed.

• Manage front desk inventory, including ordering, unpacking, and maintaining adequate office supplies.

• Maintain relationships with service providers, suppliers, and medical sales representatives, including coordination related to biologic prior authorizations.

• Manage patient disputes and conflicts professionally, escalating as appropriate.

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