Intake and Scheduling Manager

Company Overview
Blue Ocean Dermatology is a growing dermatology practice dedicated to providing exceptional skin care services. Our team is committed to delivering high-quality patient care in a welcoming and professional environment.

Job Overview
We are seeking an experienced, organized, and detail-oriented Intake and Scheduling Manager to oversee daily operations of our reception area and call center team. The ideal candidate will possess strong management skills, medical office experience, and a passion for delivering outstanding customer service. This role involves overseeing front desk activities, managing call center operations, supervising staff, and ensuring compliance with healthcare regulations to support efficient clinic functioning.

Responsibilities

• Supervise and manage front desk and call center staff, including scheduling, training, and performance evaluations
• Oversee patient scheduling, registration, and check-in processes to ensure a smooth patient flow. Maintain high-quality standards for front-office, call center, and data entry tasks.
• Ensure high-quality customer service across all in-person and phone interactions
• Handle patient complaints and emergency situations with professionalism. Ensure front desk staff greet patients warmly and create a welcoming environment.
• Monitor call center metrics (call volume, wait times, resolution rates) and implement improvement
• Develop and enforce standard operating procedures for front desk operations and call handling
• Oversee insurance-related workflows, including eligibility verification and authorization processes
• Ensure compliance with HIPAA regulations and maintain the confidentiality of patient records and medical information.
• Collaborate with clinical staff to streamline patient flow, improve administrative workflows, and enhance patient experience.

Experience

• Bachelor’s degree in Business Administration, Healthcare Administration, or related field (preferred)
• 1-2+ years if supervisory or management experience
• 1-2+ years of experience in front desk, medical office, or call center operations
• Strong background in medical office management, including familiarity with EMR/EHR systems.
• Experience in medical administrative support roles involving medical terminology, medical records management, and HIPAA compliance.
• Must have strong knowledge of medical insurance processes, including: Insurance eligibility verification, prior authorizations and referral, understanding of payer requirements and guidelines
• Excellent verbal and written communication abilities
• Ability to analyze performance metrics and improve operational efficiency
• Strong problem-solving and conflict resolution skills
• Proficiency in Microsoft Office or similar tools
• Ability to multitask in a fast-paced healthcare environment

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person