Find & Apply For Office Manager Jobs in Mission Viejo, California

The Front Desk Manager is responsible for overseeing front office operations, patient access, and the development and maintenance of provider scheduling structures across assigned clinic site(s). This role ensures that provider schedules are strategically designed and continuously optimized to support clinical care delivery, patient access, and provider productivity in alignment with Federally Qualified Health Center (FQHC) requirements. Focus on building balanced, sustainable scheduling templates that meet patient demand while supporting quality care, efficient clinic flow, and organizational performance goals. This role also supervises front desk staff, standardizes scheduling practices, and uses data to drive improvements in access and operational effectiveness.

Multiple Locations:

Mission Viejo and Costa Mesa, CA Essential Duties and Responsibilities 1. Front Office Operations Manage the daily Front Office operations of the Mission Viejo clinic under the direction of the Site Administrator. Ensure established processes for registration, check-in, check-out, scheduling, patient communication, and other Front Office functions are consistently followed. Maintain visibility of daily Front Office conditions, including staffing, patient volume, wait times, workflow concerns, and service needs. Identify Front Office operational barriers and address matters within the scope of the position or escalate them to the Site Administrator as appropriate. Implement Front Office operational changes, initiatives, and priorities established by the Site Administrator and organizational leadership. 2. Front Office Staff Management Directly supervise Front Desk/PSR staff assigned to the Mission Viejo clinic. Manage Front Office staffing and daily coverage, including employee schedules, attendance, PTO requests, timecards, call-outs, and coverage needs. Provide coaching, training, performance feedback, and staff development. Address employee performance, attendance, conduct, and workflow concerns in collaboration with the Site Administrator and Human Resources, as appropriate. Participate in interviewing, onboarding, and training Front Office staff in coordination with the Site Administrator and Human Resources. Maintain appropriate staffing awareness and promptly escalate significant vacancies, coverage concerns, or staffing needs to the Site Administrator. 3. PSR Lead Oversight & Partnership Provide management oversight of the PSR Lead and Front Desk/PSR team. Utilize the PSR Lead to support daily workflow coordination, staff guidance, training, and strategic scheduling responsibilities within the Lead's established scope. Ensure clear delegation between Manager and Lead responsibilities while maintaining management accountability for Front Office staff. Support the PSR Lead in addressing routine workflow concerns and escalate broader operational or staffing matters to the Site Administrator when appropriate. 4. Scheduling & Patient Access Monitor Front Office scheduling practices to ensure appointments are scheduled accurately and established scheduling procedures are followed. Ensure staff appropriately utilize appointment types and scheduling parameters established by clinical and organizational leadership. Monitor appointment availability, no-show trends, same-day access, scheduling accuracy, and other assigned patient access measures. Identify scheduling concerns, access barriers, or recurring errors and report findings to the Site Administrator and appropriate leadership. Carry out approved scheduling and patient access initiatives as directed by the Site Administrator or organizational leadership. Support reminders, waitlists, outreach, and other established processes intended to improve appointment utilization and patient access. 5. Patient Readiness, Eligibility & Payer Requirements Ensure Front Desk staff are appropriately trained on payer requirements and eligibility verification workflows. Ensure accurate insurance and coverage verification, documentation, and timely escalation of payer or eligibility discrepancies. Support patient readiness for scheduled visits by ensuring registration, required documentation, insurance eligibility, payer requirements, and other Front Office requirements are completed timely and accurately. Monitor Front Office documentation integrity, including appropriate indexing, demographic information, insurance eligibility, and required registration-related documentation. Identify recurring payer, eligibility, registration, or documentation issues and escalate trends to the Site Administrator and appropriate department. 6. Patient Experience Promote a professional, respectful, and patient-centered experience throughout the Front Office. Address routine patient concerns and support service recovery within the scope of the position. Escalate significant or unresolved patient concerns to the Site Administrator in accordance with established processes. Reinforce expectations for courteous, compassionate, and consistent patient service among Front Office staff. 7. Performance Monitoring & Quality Monitor assigned Front Office and patient access performance measures, which may include scheduling accuracy, no-show rates, appointment availability, registration accuracy, wait times, and other assigned metrics. Conduct routine Front Office audits and provide coaching or retraining when performance gaps are identified. Review Front Office performance trends with the Site Administrator and assist in implementing corrective or improvement plans. Support site-level quality, performance improvement, and patient access initiatives as directed by the Site Administrator. Provide requested Front Office reports and operational information to the Site Administrator. 8. Systems & Portal Administration Oversee PSR portal access and account management for Front Office staff. Ensure staff have appropriate access to systems and tools required to perform assigned responsibilities. Coordinate routine access needs and promptly escalate technology, system, or access issues through established channels. Ensure staff follow established system, documentation, privacy, and security requirements. 9. Cash Handling & Front Office Resources Oversee Front Office cash drawer reconciliation, batch management, and site-specific transaction processes in accordance with established procedures. Ensure discrepancies are appropriately documented and escalated to the Site Administrator and other designated departments. Coordinate Front Office supply and procurement needs through established organizational processes. Monitor Front Office inventory and communicate significant resource or equipment needs to the Site Administrator. 10. Site & Organizational Support Report directly to and work under the operational direction of the Mission Viejo Site Administrator. Carry out Front Office priorities, workflow changes, and site initiatives established by the Site Administrator. Support clinic, community, health plan, outreach, and organizational initiatives that impact Front Office operations or patient access. Coordinate with Back Office, Dental, Behavioral Health, and other departments as needed to support established site workflows, while escalating cross-department operational concerns to the Site Administrator. Maintain compliance with organizational policies, Front Office procedures, HIPAA, patient confidentiality, and applicable regulatory requirements. Perform other duties as assigned.

Education and Experience:

Bachelor's degree in Healthcare Administration, Business Administration, or related field preferred; or equivalent experience. Minimum of 3-5 years of experience in healthcare operations, front desk supervision, or clinic management. Experience in an FQHC or community health center strongly preferred. Demonstrated experience in provider scheduling strategy, patient access management, and staff supervision.

Classification :

This position is classified as exempt under the Fair Labor Standards Act (FLSA), and as such, you are not eligible for overtime pay.

Pay:

$80,000.00 - $95,000.00 per year

Benefits:

401(k) matching Dental insurance Employee assistance program Health insurance Vision insurance

Work Location:

In person