Virginia IVF, a busy and successful reproductive endocrinology and infertility practice in Charlottesville, VA, is seeking a full time, Front Office Supervisor to join our team. We pride ourselves on teamwork, quality patient care, and creating a warm and supportive environment for our patients.
Position Overview: The Front Office Superviosr is responsible for the oversight of the front desk and insurance coordinators. Ensuring all of the responsibilities are getting done accurately, timely and efficiently is important. This person is responsible for being a back up to the front office as well as ensuring the team is working together at the best interest of the patients. This position also has a variety of other individual responsibilities that are important for the day to day running of the office.
ESSENTIAL JOB DUTIES:
The receptionist must demonstrate basic administrative skills:
- Manage front office staff.
- Manage front office schedules and time off requests.
- Participate in hiring, discipline and annual evaluations of front office staff. Create annual goals with employees.
- Scheduling gate keeper for the MD’s; oversight of scheduling of patients in accordance with productivity expectations, off hours and appropriate intervals for visits.
- Make sure all employees are completing their daily duties and back up as needed in any of the roles.
- Ensure all encounters are posted in accordance with coding guidelines for procedures and diagnosis codes.
- Charge and payment posting.
- Responsible for ensuring all statements are created and sent timely.
- Responsible for all collections including cryostorage accounts and dispositions.
- Coaches front office staff in working harmoniously and achieving job expectations.
- Enforces policies on patient rights and responsibilities.
- Performs other duties as directed by physicians and/or managers as needed.
- Demonstrates an understanding of and support for the organization’s quality improvement activities.
- Other duties as assigned.
EDUCATION/EXPERIENCE/PERFORMANCE FACTOR REQUIREMENTS:
- Ability to handle a fast paced environment and make decisions quickly and accurately.
- Ability to handle multiple tasks simultaneously and make appropriate decisions.
- Must to able to assist and handle patient questions accurately and courteously.
- High school graduate or equivalent.
- Six months to one year of previous experience in medical office setting preferred.
- Good organizational and time management skills.
- Good communication skills and ability to greet public in polite and friendly manner
- Computer, multi-line telephone, fax machine, copier knowledge.
- Must have strong communication skills, written and verbal to work with people of all professional and social levels.
- Must have effective reading and comprehension skills.
- Must have the ability to comprehend and perform oral and written instructions and procedures.
- Must have the ability to work successfully under stressful conditions and be capable of adapting to varying workloads and work assignments on a frequent basis.
Virginia Fertility & IVF employees are expected to treat coworkers, patients, and customers with respect and courtesy, maintain confidentiality, ensure a safe work environment, and promote teamwork to achieve organizational goals.
We’re looking for a candidate with a positive attitude, strong interpersonal skills, and integrity—someone who builds trust, communicates clearly, manages stress, and follows through reliably. The ideal person is professional in writing and speech, presents themself confidently, takes initiative, seeks growth, and handles obstacles with persistence. Above all, they are a true team player, contributing to a collaborative, supportive environment.
All employees are expected to provide care to every patient without regard to race, color, religion, sex, sexual orientation, age, national origin, marital status, citizenship status, disability, or veteran status.
We offer comprehensive benefits and competitive wages starting at $28/hour or more, depending on experience.
