Receptionist & Scheduling Manager

Location:

Plantation, FL

Experience:

Prior medical office and supervisory experience required

Language Requirement:
Must be fluent in English and Spanish

Eye Associates of Plantation is a growing ophthalmology practice dedicated to providing exceptional eye care and an outstanding patient experience. Our team provides comprehensive medical and surgical eye care in a professional, patient focused environment.

We are seeking an experienced, organized, and motivated Receptionist and Scheduling Supervisor to oversee our front desk operations, coordinate physician schedules, and help ensure our practice runs efficiently. The ideal candidate is a hands on leader who can manage daily front desk responsibilities while supervising and supporting other front desk team members. This person must be comfortable handling patient concerns, managing busy schedules, and ensuring that our patients receive excellent service from their first phone call through the completion of their visit.

• Answer incoming phone calls promptly and professionally, assist patients with questions, and direct calls appropriately.
• Schedule new and established patient appointments for ophthalmologists and optometrists.
• Greet patients, manage the check in and check out processes, and ensure a positive patient experience.
• Verify patient demographics, insurance information, referrals, and required authorizations.
• Collect copayments, deductibles, outstanding balances, and other patient payments as applicable.
• Respond to patient questions regarding appointments, insurance, office policies, and general practice information.
• Manage patient messages, appointment requests, voicemails, and other communications to ensure timely follow up.
• Maintain accurate patient records and documentation within the electronic medical record and practice management systems.
• Assist with patient recall lists, appointment confirmations, and outreach to patients who are overdue for visits.

• Oversee daily physician schedules to ensure appointments are properly booked, organized, and optimized.
• Monitor schedules across providers to identify openings, scheduling conflicts, cancellations, and opportunities to accommodate additional patients.
• Coordinate patient rescheduling when physicians' schedules change, appointments are canceled, or unexpected circumstances arise.
• Maintain scheduling templates and ensure appointments are booked with the appropriate provider, visit type, and allotted appointment time.
• Work closely with physicians, clinical staff, and management to maintain an efficient patient flow.
• Proactively fill canceled appointments and open scheduling slots through patient waitlists, recall lists, and other outreach efforts.
• Ensure follow up appointments, testing, and other necessary visits are scheduled appropriately.
• Identify and resolve scheduling inefficiencies to maximize patient access, provider productivity, and overall practice efficiency.

• Oversee and support front desk receptionists and scheduling personnel in their daily responsibilities.
• Serve as the primary point of contact for front desk questions, scheduling challenges, and operational issues.
• Ensure all front desk staff follow established office policies, scheduling protocols, and customer service standards.
• Coordinate daily responsibilities and staff coverage to ensure adequate front desk and phone support.
• Train new front desk employees and provide ongoing coaching to existing team members.
• Monitor phone responsiveness, patient communication, appointment scheduling accuracy, and completion of assigned tasks.
• Hold team members accountable for completing recall lists, returning patient calls, responding to messages, and following up on outstanding items.
• Identify opportunities to improve workflows, staff efficiency, and the overall patient experience.
• Communicate proactively with the Office Manager regarding staffing concerns, patient issues, scheduling problems, and other operational matters.

• Serve as a primary resource for patients who have questions, concerns, or complaints that require additional attention.
• Professionally manage difficult patient interactions and work to resolve concerns in a calm, respectful, and timely manner.
• Handle scheduling disputes, appointment delays, insurance related concerns, and other front office issues.
• Exercise…