Front Desk Manager

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.

Front Desk Managers are instrumental in implementing and monitoring administrative, operational, and clinical workflows to ensure staff activities remain focused on patient care. As a Front Desk Manager, you strongly shape the culture of your site and manage a team of 3-5 Patient Care Coordinators (PCCs). You partner closely with the Clinic Operations Manager to facilitate growth at the practice. This is a full-time, in-person position.

Location: 2101 S. Arlington Heights

Shift

Schedule:

12:00pm - 8:30pm (Monday-Friday)

• Build, adjust, and maintain daily PCC schedules to ensure uninterrupted front desk and phone coverage
• Proactively manage coverage risks and elevate 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 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

• Review provider schedules daily to identify unfilled slots, double-booking risks, and workflow bottlenecks
• Monitor provider utilization performance and elevate sustained underperformance to the Clinic Operations Manager

• Actively manage phone coverage using Ring Central 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 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

• 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

• 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

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.