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.

Qualifications & Requirements:

The ideal candidate will have 2-3 years of office experience

Great customer service skills in person and on the phone

Some knowledge and experience in Cosmetic surgical procedures and med spa servicesand the desire and ability to learn

from our medical director and head aesthetician

Self motivated and creative

• High school diploma or GED required; equivalent education and experience considered.
• 3–5 years of administrative experience, preferably in a medical or clinical setting.
• Front desk experience required; prior leadership or management preferred.
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Knowledge of medical billing and healthcare industry practices preferred.
• Strong customer service skills with proficiency in office software (e.g., MS Office, Teams) and scheduling systems.
• Experience training or mentoring staff is highly desirable.
• Familiarity with office operations such as inventory and facility coordination is a plus.

Behavioral Expectations:

• Strong interpersonal, communication, and active listening skills.
• Excellent time management, organization, and attention to detail.
• Demonstrates sound judgment, professionalism, and adaptability to change.
• Ability to work independently and with teams, manage multiple tasks, and maintain a polished, professional demeanor under pressure.

Work Environment & Physical Expectations:

• On-site role in a clinical office setting.
• Monday–Friday, daytime schedule; occasional after-hours meetings may be required.
• Ability to sit for extended periods, move throughout the office as needed, and perform light lifting; manual dexterity required for frequent computer and phone use.