Front Desk & Office Manager

The Front Desk & Office Manager will serve as the face of our practice and the operational backbone of our office. This role blends exceptional patient service with strong organizational and administrative leadership. The ideal candidate is detail-oriented, personable, proactive, and passionate about creating a seamless, welcoming experience for every patient.

Key Responsibilities

Patient Experience & Front Desk

• Greet and check in patients with warmth, professionalism, and discretion

• Manage appointment scheduling, including coordination of services and same-day requests

• Answer phones, respond to patient inquiries, and triage requests appropriately

• Maintain a calm, supportive environment for patients, especially during sensitive visits

• Ensure a high-touch, personalized experience aligned with concierge care standards

Office Management & Operations

• Oversee daily office operations to ensure efficiency and organization

• Manage provider schedule, room flow, and overall patient experience

• Maintain office supplies, inventory, and vendor relationships

• Coordinate maintenance of office equipment and facilities

• Implement and refine office systems and workflows

Administrative Support

• Verify patient information and membership status

• Assist with printing superbills for patients and payment collection for non-membership covered services

• Maintain accurate patient records in the EMR system

• Support onboarding of new patients - putting new patient demographic information into the EMR system and sending intake forms to the patient to complete

Team Coordination

• Serve as a point of contact between providers, staff, and patients

• Support hiring, onboarding, and training of front desk staff as the practice grows

• Foster a positive, collaborative office culture

• Assist with special projects and operational improvements

Qualifications

• 2–5+ years of experience in a medical office, preferably in women’s health, OB/GYN, or concierge medicine

• Prior experience in a front desk, office manager, or administrative leadership role

• Strong organizational and multitasking skills

• Excellent communication and interpersonal skills

• High level of discretion and professionalism when handling sensitive patient information

• Proficiency with EMR systems and basic office software (e.g., Google Workspace)

• Experience with scheduling and patient coordination in a healthcare setting

Personal Attributes

• Warm, empathetic, and patient-focused

• Highly organized and detail-oriented

• Proactive problem-solver with a “no task too small” mindset

• Calm under pressure and adaptable to changing needs

• Professional presence with excellent judgment

Compensation & Benefits:

• Salaried position

• Paid time off

• Holidays