In PersonChicago clinic location; flexibility to work at various office locations as needed.
Medical, Clinical & VeterinaryClinical Support & Patient Administration
About the job
Requirements
At least one year of experience in a healthcare environment.
Proficiency with basic computer programs, including Microsoft Office.
Flexibility to work at various office locations as needed.
Strong organizational skills.
Written and verbal communication skills.
A compassionate, patient-centered approach.
Critical thinking and problem-solving skills.
Commitment to patient satisfaction.
Responsibilities
Build, adjust, and maintain daily PCC schedules to ensure uninterrupted front desk and phone coverage.
Proactively manage coverage risks and escalate staffing gaps to the Clinic Operations Manager with clear mitigation options.
Reallocate PCC resources in real time based on patient volume, call queues, and operational demand.
Conduct daily clinic readiness walkthroughs before the first patient arrives or after the last patient departs, ensuring rooms, devices, supplies, and shared spaces meet operational and safety standards.
Enforce opening and closing procedures with an emphasis on accuracy and completeness.
Identify recurring environmental or readiness issues and drive corrective process improvements.
Review provider schedules daily to identify unfilled slots, double-booking risks, and workflow bottlenecks.
Monitor provider utilization performance and escalate sustained underperformance to the Clinic Operations Manager.
Actively manage phone coverage using RingCentral queue data to prevent call backlogs and patient dissatisfaction.
Ensure patient calls are answered, routed, and resolved in accordance with service standards.
Intervene directly in escalated or high-risk patient concerns to achieve same-day resolution when possible.
Oversee daily point-of-sale batch reconciliation and weekly deposit execution, ensuring accuracy and documentation.
Monitor collection performance at the PCC and location level, driving accountability for missed opportunities.
Identify training or compliance gaps related to payment processing and implement corrective actions.
Audit PCC execution daily for check-in/check-out accuracy, insurance verification, portal management, and task routing.
Provide real-time coaching, retraining, and documentation for performance issues.
Lead weekly PCC huddles to reinforce priorities, performance expectations, and operational updates.
Onboard and train new PCCs, ensuring training completion and competency are documented.
Prepare structured, data-driven performance snapshots to support biweekly supervision with the Clinic Operations Manager.
Track and resolve timecard exceptions during payroll cycles to ensure accuracy and compliance.
Ensure all new front desk staff complete required safety tours and compliance activities.
Desired Qualifications
Customer service experience in a medical setting.
Familiarity with outpatient therapy services.
About Clarity Clinic, PLLC
Clarity Clinic is an interdisciplinary group private practice of Psychiatrists, Psychiatric Advanced Practice Providers (Physician Assistants), Psychologists, and Therapists. Our mission is to thoughtfully guide the whole person on their journey to find clarity and mental wellness by providing exceptional holistic care. Our staff of Psychiatrists, Advanced Practice Providers and Psychotherapists offer the latest medication, psychological assessment, and therapy treatment as we help guide our patients toward mental wellness and a balanced personal and professional lifestyle. Our team offers a broad range of specialties, services, and orientations to support and help all people regardless of their place in life. This multidisciplinary approach allows us to provide holistic care in psychiatry, psychotherapy and much more.
A Front Desk Manager at Clarity Clinic is a professional who oversees the administrative and operational aspects of the facility's healthcare practice. Their responsibilities include managing day-to-day operations, coordinating staff schedules, handling financial matters such as budgeting and billing, and ensuring compliance with relevant regulations and policies. Front Desk Managers at Clarity Clinic often play a key role in hiring and training administrative staff, maintaining electronic health records, and facilitating communication between mental health professionals within the facility.
Location: 929 W Belmont Ave, Chicago, Illinois 60657
Shift Schedule: 12:00pm - 8:30pm (Monday-Friday) - Morning shift may be required occasionally based on organizational needs
Duties & Responsibilities:
Front Desk Operations & Daily Coverage
Build, adjust, and maintain daily PCC schedules to ensure uninterrupted front desk and phone coverage
Proactively manage coverage risks and escalate staffing gaps to the Clinic Operations Manager with clear mitigation options
Reallocate PCC resources in real time based on patient volume, call queues, and operational demand
Clinic Readiness & Environment of Care
Conduct daily clinic readiness walkthroughs prior to first patient arrival or after last patient departure, ensuring rooms, devices, supplies, and shared spaces meet operational and safety standards
Enforce opening and closing procedures with an emphasis on accuracy and completeness
Identify recurring environmental or readiness issues and drive corrective process improvements
Provider Flow & Schedule Optimization
Review provider schedules daily to identify unfilled slots, double-booking risks, and workflow bottlenecks
Monitor provider utilization performance and escalate sustained underperformance to the Clinic Operations Manager
Call Management & Patient Access
Actively manage phone coverage using RingCentral queue data to prevent call backlogs and patient dissatisfaction
Ensure patient calls are answered, routed, and resolved in accordance with service standards
Intervene directly in escalated or high-risk patient concerns to achieve same-day resolution when possible
Point-of-Sale (POS) & Financial Controls
Oversee daily POS batch reconciliation and weekly deposit execution, ensuring 100% accuracy and documentation
Monitor collection performance at the PCC and location level, driving accountability for missed opportunities
Identify training or compliance gaps related to payment processing and implement corrective actions
PCC Performance Monitoring & Coaching
Audit PCC execution daily for check-in/check-out accuracy, insurance verification, portal management, and task routing
Provide real-time coaching, retraining, and documentation for performance issues
Lead weekly PCC huddles to reinforce priorities, performance expectations, and operational updates
Training, Supervision & Workforce Readiness
Onboard and train new PCCs, ensuring training completion and competency are documented
Prepare structured, data-driven performance snapshots to support biweekly supervision with the Clinic Operations Manager
Track and resolve timecard exceptions during payroll cycles to ensure accuracy and compliance
Safety & Compliance
Ensure all new front desk staff complete required safety tours and compliance activities
Qualifications & Minimum Requirements:
Strong organizational skills
Excellent written and verbal communication skills
Compassionate, patient-centered approach
Above-average critical thinking and problem-solving skills
One year or more of experience in a healthcare environment
Proficiency with basic computer programs, including Microsoft Office
Customer service experience in a medical setting (preferred)
Familiarity with outpatient therapy services (preferred)
Demonstrated commitment to patient satisfaction
Flexibility to work at various office locations as needed
Perks and Benefits:
Full Time Salaried Compensation: $55,000-$65,000, package commensurate to years of experience
Full comprehensive benefits package including health, dental, vision, EAP services and more
Monthly Wellness Reimbursement/Stipend to promote your self-care routine & well-being
401k match up to 4%
Opportunities for growth and professional development
15 days of accrued PTO and up to 5 sick/wellness days
Physical Requirements:
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
While performing the duties of this role, the employee is regularly required to communicate verbally, stand, walk, sit, and use a computer keyboard. The employee may occasionally be required to lift or move up to 25 pounds.
Other Duties:
This job description is not intended to be an all-inclusive list of duties. Employees may be required to perform other related duties as assigned by their supervisor.
We celebrate diversity when it comes to all backgrounds and identities, and we encourage applications from minorities, LGBTQ+ individuals, candidates of all ages, and nontraditional backgrounds. Clarity Clinic an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
Please stay alert to protect yourself from sophisticated job scams during the recruiting process. Only emails that come from claritychi.com are legitimate recruiting messages. Our HR Team will not send emails from other domains, or message you using WhatsApp or text messaging. We conduct all interviews by phone or video, and we will never ask you for money or to download software either during the interview process, credentialing or during our onboarding process. More tips from the FTC to avoid job scams:https://www.consumeraffairs.com/news/ftc-offers-tips-on-avoiding-job-scams-041321.html