Front Office Coordinator

JOB DESCRIPTION:

The Front Office Coordinator is responsible for overseeing and supporting front office operations, including Receptionist and Scheduling Specialist, to ensure efficient patient access, scheduling, and customer service functions. This position provides day-to-day coordination, staff training, workflow oversight, and accountability to ensure compliance with clinic policies, regulatory standards, and performance expectations. The Front Office Coordinator works closely with the Clinic Managers to address operational needs, improve patient access, and ensure consistent, high-quality service delivery across all front office functions.

This position also participates in front office operations as needed to maintain adequate staffing coverage.

JOB FUNCTIONS:

Include, but not limited to the following:

Front Office Oversight & Coordination:

Coordinates daily front office operations for Receptionists and Scheduling Specialists.

Ensures adequate staffing coverage for reception and scheduling functions.

Develops and maintains staff schedules, including rotation assignments.

Monitors patient flow, scheduling efficiency, and front desk activities to support clinic operations.

Provides direct front office and scheduling coverage as needed to support staffing shortages or operational needs.

Ensures reception and scheduling workflows are executed consistently and efficiently.

Staff Supervision, Training & Development:

Oversees hiring processes, including participation in candidate interviews and selection.

Provides onboarding and ongoing training for Receptionist and Scheduling Specialists.

Ensures staff are trained on Athena EHR, scheduling workflows, and clinic procedures.

Conducts bi-annual performance evaluations.

Monitors staff performance and provides coaching, feedback, and corrective action as needed.

Addresses disciplinary actions in accordance with tribal policies.

Identifies training needs and implements skill development plans.

Promotes a positive, team-oriented work environment.

Scheduling Oversight & Access Management:

Oversees scheduling practices to ensure efficient appointment utilization.

Reviews provider schedules and works to maximize access and reduce gaps.

Monitors no-show rates and implement strategies to improve attendance.

Oversees call handling performance and scheduling productivity.

Ensures scheduling protocols and workflows are followed consistently.

Compliance, Policy & Accountability:

Ensures staff adherence to HIPAA, HRSA, and Tribal confidentiality requirements.

Monitors compliance with clinic policies, Procedures, and customer service standards.

Performs sliding fee and eligibility quality assurance checks.

Holds staff accountable for adherence to workflows and protocols.

Collaborates with Clinic Managers on performance and compliance concerns.

Implement and monitor internal controls, policies, and procedures to protect cash and other assets from loss, fraud, or misappropriation

EHR Oversight & Data Quality:

Ensures accurate and timely data entry in Athena EHR.

Monitors data integrity related to scheduling, registration, and patient records.

Addresses data errors and ensures corrective action is taken.

Supports staff in resolving EHR-related issues and workflow challenges.

Daily Checklist Auditing & workflow Monitoring:

Reviews and audits daily reception checklists to ensure completion and accuracy.

Identifies gaps or inconsistencies in workflow and provides coaching, training, and/or corrective actions.

Maintains documentation of audit findings and follow-up actions.

Rotation & Cross-Training Coordination:

Develops and maintains rotation schedules for Receptionist and Scheduling Specialists.

Ensures cross-training is completed and documented for all front office staff.

Monitors staff competency across both roles to ensure operational flexibility.

Adjusts rotation schedules to meet clinic needs and staffing changes.

Timekeeping & Staff Administration:

Reviews, approves, and submits employee timecards in accordance with policy.

Manages and approves time-off requests to ensure adequate coverage.

Maintains balanced staffing levels across front office functions.

Monitors employee attendance and addresses…