Office Manager

Clearview Cancer Institute is north Alabama's leading cancer treatment facility. For over 30 years Clearview Cancer Institute has provided leading-edge treatment and compassionate care to those diagnosed with cancer or blood disorders. Clearview offers every service and amenity needed in an outpatient setting and our dedication to research and involvement in Phase I-IV clinical trials gives our patients the opportunity to receive potentially life-saving treatment options.

Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

Job purpose

The Front Desk Manager is responsible for overseeing all front desk operations at Clearview Cancer Institute in coordination with the Director of Front Office and location Site Coordinators.  The Front Desk Manager ensures smooth daily patient flow, leads and develops a high-performing front desk team, and serves as a key liaison between patients, clinical staff, and administrative leadership.

Essential Job Functions                         

Patient Experience & Reception Operations

• Oversee all front desk functions including patient check-in/check-out, copay collection and routing of patients.
• Ensure every patient and visitor is greeted with warmth, professionalism, and sensitivity given the oncology setting.
• Resolve patient concerns, complaints, and service recovery situations in a timely and compassionate manner.
• Maintain efficient patient flow and minimize wait times in coordination with clinical staff.

Team Leadership & Development

• Hire, train, supervise, and evaluate front desk staff and medical receptionists.
• Create and manage staff schedules to ensure adequate coverage during all operating hours.
• Conduct regular team meetings, performance reviews, and one-on-one coaching sessions.
• Foster a supportive, collaborative team culture aligned with the CCI’s mission and values.

Administrative & Operational Management

• Oversee accurate and timely updated information of patient demographics and all CCI required forms into the EMR.
• Monitor and manage the daily workflows of the front desk area.
• Ensure compliance with HIPAA, patient privacy regulations, and all relevant healthcare policies.
• Maintain front desk supplies, equipment functionality, and a clean, organized reception environment.
• Collaborate with all other department leaders.

Communication & Coordination

• Serve as the primary point of contact between the front office and clinical/administrative departments.
• Communicate proactively and professionally with all leadership and patients.
• Partner with leadership on process improvement initiatives to enhance operational efficiency and patient satisfaction.
• Prepare and present regular reports on front desk metrics, patient volume, and staff performance.

Qualifications

• Must have excellent interpersonal, verbal, and written communication skills.
• Must be able to prioritize and manage time efficiently.
• Must have strong problem-solving and critical thinking skills.
• Must be able to collaborate effectively across multiple departments. 
• Must have strong organizational skills and attention to detail.
• Must have a demonstrated ability to lead a team with professionalism, compassion, and accountability.
• Must have the ability to maintain confidentiality and handle sensitive information.
• Bilingual skills preferred.

Education/Experience

• Must have a high school diploma or equivalent; an associate or bachelor’s degree in management preferred.
• Must have a minimum of 1–5 years of experience in a medical front office setting.
• Experience working in oncology, specialty care, or outpatient cancer center setting is preferred.
• Must be experienced with electronic health record (EHR) and practice management systems.
• Familiarity with OncoEMR or other oncology-specific scheduling workflows and treatment coordination is preferred.

Working conditions:

This position works in the scheduling department of a busy outpatient oncology/hematology/radiation/urology clinic. Some direct patient contact will be required when training new employees in their positions as well as when filling in for employees.

Physical requirements:

This position requires that the employee be able to sit at a desk and work on a computer for up to eight hours a day. Some extensive telephone work will also be required.  This position also requires occasional lifting of up to 20lbs. (office supplies, equipment).