WeCare at Scotia Bluffs is hiring a Front Desk Supervisor.

Position Summary:

The Front Desk Supervisor is a working manager position and oversees and supports the daily operations of the front desk team to ensure efficient patient flow, excellent customer service, and adherence to WeCare’s standards and policies. This position directly supervises Visit Coordinators and is responsible for a variety of tasks, including training, and evaluating front desk staff while maintaining smooth coordination between departments. The Front Desk Supervisor also ensures compliance with HIPAA, verifies accuracy in patient registration and billing processes, and assists in continuous improvement efforts to enhance front desk operations and patient satisfaction.

Essential Functions:

Leadership & Oversight

• Supervise, train, and mentor Visit Coordinators at all facilities, ensuring consistent adherence to policies, procedures, and professional standards.
• Oversee daily front desk operations, ensuring appropriate coverage for all shifts and clinic locations.
• Monitor performance metrics such as call response times, patient registration accuracy, insurance verification completion, and patient satisfaction.
• Conduct regular team meetings and provide ongoing feedback, performance evaluations, and coaching.
• Serve as the primary contact for front desk operational issues and escalate concerns to management as needed.

· Must be able to perform all duties of the front desk and cover as needed at all facilities.

Patient Registration & Customer Service

• Ensure Visit Coordinators promptly greet patients and answer phones.
• Oversee the accuracy and completeness of new patient entries, demographic updates, and insurance information.
• Support staff in resolving patient inquiries, scheduling issues, or eligibility challenges in a professional and empathetic manner.
• Ensures patients have follow-up appointments as directed by Provider.
• Maintain a welcoming, patient-centered environment at all times.

Billing & Reconciliation

• Ensure all daily fee tickets, charge reports, and receipts are accurately reconciled at the end of each business day.
• Review and approve end-of-day reports, confirming that payments and deposits are balanced and documentation is complete.
• Collaborate with the Billing Department to address discrepancies or documentation errors.

Scheduling & Eligibility

• Oversee appointment scheduling and confirmation procedures, ensuring alignment with provider schedules and clinic guidelines.
• Ensure insurance eligibility is verified at least three days in advance of appointments as well as scrubbing for all Providers.
• Monitor the IMS fax cloud to confirm all patient information and documentation are filed or routed daily and appropriately.

Compliance & Documentation

• Ensure front desk staff maintain confidentiality and follow all HIPAA guidelines.
• Verify that all medical and dental charts are properly prepared 3 days in advance of appointments.
• Ensure timely completion of sliding fee applications, referrals, and patient assistance forms.
• Maintain and update department policies and workflows related to registration, eligibility, and front desk procedures.
• Confirmation calls Medical and Dental for all locations according to Missed Appointment Policy

Outreach & Support

• Collaborate with case management and clinical teams to support patient access to programs such as Covered California.
• Maintain Certification for Covered California.

Continuous Improvement

• Identify process inefficiencies and recommend workflow improvements.
• Participate in staff development, CQI (Continuous Quality Improvement), and PCMH (Patient-Centered Medical Home) initiatives to enhance service delivery.

Qualifications:

• High school diploma.
• Minimum of 1 year of front desk, registration, or patient services experience in a healthcare setting.
• Minimum of 1 year of supervisory or lead experience preferred.
• Strong computer literacy, including EHR systems and Microsoft Office applications.
• Excellent communication, organization, and leadership skills.
• Ability to work effectively in a fast-paced environment and manage competing priorities.
• Strong multi-tasking abilities.

Job Type: Full-time

Pay: $27.00 - $33.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person