Front & Back Office Operations Lead

Circle Medical Technologies Inc • San Francisco, CA

7d • Onsite

About The Position

We are currently looking for a Front & Back Office Operations Lead to help provide a delightful patient experience at our San Francisco Clinic location. As Front & Back Office Operations Lead, you will be the onsite point person for our virtual provider team when they come onsite to see patients and be responsible for a combination of front and back office administrative duties.

Requirements

• 2+ years clinic experience.
• 1+ year supervisory or team leadership experience.
• Self-starter with the ability to work independently with limited direct supervision.
• Excellent communication skills.
• Warm, consistent patient-facing demeanor.
• Ability to multitask and adapt to change.
• High technical aptitude.
• Problem-solving and ownership mindset.
• Availability M–F, 8 AM–5 PM.

Responsibilities

• The Front & Back Office Operations Lead will conduct both front and back office responsibilities, as well as other duties as assigned by management.
• Ensure a delightful, efficient patient experience.
• Manage front desk operations as the in-clinic help desk.
• Oversee patient check-in/check-out processes.
• Serve as the point of contact for escalated patient concerns, resolve complaints efficiently and empathetically.
• Promote Circle Medical services to prospective walk-ins and assist with online booking, if necessary.
• Initiative and own patient outreach activities.
• Develop and refine front desk procedures, offer ideas to improve workflows and patient experience.
• Communicate clinic information to patients and work closely with the Patient Care Advocate team.
• Answer incoming clinic-specific phone calls.
• Monitor front desk KPIs (wait times, service quality, etc.).
• Serve as the coordinator for providers rendering in-office patient services, including schedule scrubbing and appointment reminder calls.
• Support provider administrative tasks.
• Implement strategies to deescalate situations and manage any personnel conflicts.
• Maintain a polished and welcoming front-of-house “Living Room.”
• Conduct office opening and closing procedures.
• Maintain mail protocol and manage all incoming mail.
• Serve as the onsite liaison to Circle Medical’s clinic operations team.
• Oversee and assist management in the obtaining/renewing of facility permits, certifications, and registrations.
• Ensure regulatory compliance (OSHA, HIPAA, hazardous waste, bio-hazardous water).
• Ensure safety, security, and maintenance of clinic and office environment
• Quarterly review of clinic specific SOPs
• Support medical records workflows.
• Manage vendor relationships.
• Local liaison for sublet administrative space across the street.
• Provide onsite support for any maintenance requests required
• Maintain clinic inventory with ACXSS management system.
• Scan and upload documents and invoices.
• Assure proper exam room stocking.
• Coordination of deliveries and stock.

Benefits

• Paid Time Off: Flexible vacation, sick leave, and 12 statutory holidays.
• Health & Insurance: Medical, Dental, Vision, Disability, and Life insurance.
• Wellness: Mental health programs and an Employee Assistance Program (EAP).
• Retirement: RRSP/401(k) program with company match.
• Development: Annual reimbursement for eligible training and professional programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed