Front Office Supervisor - Renu

About the Role:

The Front Office Supervisor leads the front desk team, ensuring smooth daily operations and exceptional patient service. This role manages schedules, timesheets, and performance reviews, and partners with the Practice Leader to support overall administrative functions. Key duties include supervising front office staff, overseeing point-of-service collections, and assisting with recruitment by coordinating interviews and contributing to hiring decisions.

What You’ll Do:

Supervisory Responsibilities:

-Oversee day to day operations of Cosmetic Surgery and Medspa Practices

-Display a high level of customer service

-Check voicemail daily and return messages in a timely manner

-Greet clients as they arrive and check them in for appointments. Update all necessary

Forms and consents for new and returning patients

-Ensure clients are confirmed for upcoming appointments 48 hours prior to appointments. Thursday confirmation for Mondays.

-Answer incoming calls to practice and communicate with providers when necessary

-Check out clients accurately and discreetly as several check outs involve large financial transactions

-Manage Retail inventory and maintain appropriate level of retail products

-Communicate with providers to ensure treatment room supplies are maintained

-Call online inquires to schedule cosmetic consultations or cosmetic services and collect deposits for consultations

-Run payroll biweekly and calculate employee commissions

-Need to learn our user-friendly front desk software and EMR system

-Work with account representatives to purchase products and create monthly promotions

-Assist in creating monthly marketing campaigns/promotions

• Train, supervise, and monitor front desk staff performance and adherence to policies and service standards.
• Manage staff schedules, timesheets, and coordinate performance reviews.
• Report staff performance concerns to the Practice Leader.
• Support the hiring process by coordinating interviews and contributing to candidate selection and onboarding efforts.
• Foster a collaborative team culture that keeps staff engaged, motivated, and focused on delivering high-quality service.

Office Management Responsibilities:

• Oversee cash drawer and deposits as needed.
• Manage office supplies, maintenance requests, and equipment needs.
• Maintain records for inventory, personnel, and office operations.

Patient and Customer Facing Responsibilities:

• Schedule and coordinate appointments to support care plans and clinic flow.
• Greet patients professionally and address inquiries with excellent service.
• Answer and route incoming calls appropriately.
• Track patient visits and handle appointment authorizations.
• Manage patient concerns and escalate complex issues as needed to ensure timely resolution and service recovery.

Compliance Responsibilities:

• Ensure compliance with company policies and privacy regulations.
• Manage benefit verifications, authorizations, and re-authorizations.
• Follow up on authorization status and assist with insurance appeals.

Other Administrative Duties:

• Maintain a clean and welcoming front desk and clinic environment.
• Perform administrative tasks including data entry, filing, and recordkeeping.
• Track and enter data using spreadsheets and internal systems.

As with any dynamic clinical setting, responsibilities may evolve to meet the changing needs of the clinic and support overall team success.