Front Office Supervisor University Park

JOB SUMMARY

The Front Office Supervisor oversees the daily operations of the front office team to ensure an efficient, professional, and patient-centered experience. This role provides leadership and support to front desk staff, coordinates patient scheduling and check-in/check-out processes, monitors workflow, and ensures compliance with practice policies, procedures, and customer service standards. The Front Office Supervisor serves as a key point of contact for patients, providers, staff, and leadership, helping resolve issues, improve processes, and maintain smooth front-office operations.

ESSENTIAL JOB FUNCTIONS

• Adhere to applicable laws, regulations, and contractual obligations.
• Follow the principles of the Compliance Program as well as the US Eye Code of Conduct.
• Supervise daily front office operations, including patient check-in, check-out, registration, scheduling, and phone coverage.
• Provide leadership, coaching, and support to front office team members.
• Monitor front desk workflow and make staffing adjustments as needed to support patient volume.
• Ensure accurate collection and verification of patient demographic, insurance, and billing information.
• Oversee appointment scheduling to support provider templates, patient access, and operational efficiency.
• Aid in training new front office employees and support ongoing staff development.
• Promote excellent customer service and a professional patient experience.
• Address and resolve patient concerns in a timely and courteous manner.
• Ensure team members follow HIPAA, privacy, compliance, and practice policies.
• Maintain a clean, organized, and welcoming front office environment.
• Communicate updates, process changes, and expectations to front office staff.
• Support performance management by providing feedback and escalating concerns to leadership when appropriate.
• Partner with clinical teams, billing, and management to resolve patient or operational issues.
• Aid in collecting co-pays, balances, and other patient payments in accordance with practice policy.
• Review and correct front office errors related to registration, scheduling, referrals, authorizations, or insurance verification.
• Manage time to meet deadlines and requirements of the organization.

COMPETENCIES

• Demonstrated ability to follow oral and written instructions.
• Demonstrated knowledge of material, methods, instruments, and equipment.
• Demonstrated ability to read, write, and perform mathematical calculations.
• Maintain a high degree of confidentiality.
• Ability to multi-task, work in a fast-paced environment, and manage time to meet deadlines and requirements of the organization.
• Strong leadership and team-building skills.
• Excellent customer service and communication skills.
• Ability to remain calm and professional in a fast-paced environment.
• Strong problem-solving and conflict-resolution abilities.

SUPERVISORY RESPONSIBILITIES

The Front Office supervisor carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing staff complaints and resolving problems.

WORK ENVIRONMENT

The work characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Fast-paced, deadline-oriented, confidential department. The noise level in the work environment is usually moderate. This position works in a medical office or clinic environment with frequent interaction with patients, providers, staff, and visitors. The role may require flexibility with schedules based on business needs, patient volume, and office hours.

PHYSICAL DEMANDS

• Demonstrated ability to do excessive walking, standing, bending, and stooping.
• The employee is frequently required to stand, sit, use hands to handle or feel objects, tools, or controls, reach with hands and arms, and talk or hear.
• The employee is occasionally required to climb or balance, kneel, and crouch.
• The employee may be required to lift moderately heavy objects (50-90 pounds).
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a full-time salaried position. Days and hours are Monday through Friday, 8:00 A.M. – 5:00 P.M. Salaried staff may be required to work beyond their set schedule due to business needs and expectations.

TRAVEL

Travel is required.

BENEFITS

• 401(K) Company Match
• Medical and Dental Insurance
• Vision Benefits
• Paid Parental Leave
• Flexible Spending Accounts
• Disability Insurance
• Life Insurance
• Paid Time Off

REQUIRED EDUCATION AND EXPERIENCE

• High school diploma or equivalent required.
• Minimum of 2–4 years of front office, patient access, or medical office experience required.
• Knowledge of patient registration, insurance verification, scheduling, and medical office workflows.

PREFERRED EDUCATION AND EXPERIENCE

• Associate degree or additional healthcare/business training preferred.
• Prior supervisory, lead, or team leadership experience preferred.
• Experience in healthcare, medical practice, or specialty clinic setting strongly preferred.
• Familiarity with electronic medical record systems and practice management systems preferred.
• Detail-oriented with strong organizational skills.
• Ability to prioritize multiple tasks and manage competing demands.
• Knowledge of HIPAA and patient confidentiality requirements.
• Comfortable coaching staff and holding team members accountable.
• Proficient with computers, phone systems, and office equipment.

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