Overview

Medical Receptionists Supervisor – Bilingual (Spanish & English) Jobs in New York, NY at Settlement Health

Job Summary

The Medical Office Assistant Supervisor is responsible for overseeing all front-office operations to ensure a seamless, efficient, and professional patient experience. This leadership position manages the daily performance of Medical Office Assistants, ensuring compliance with organizational policies, workflows, and procedures while upholding the highest standards of customer service and confidentiality. The Supervisor plays a key role in driving accountability by monitoring staff performance, enforcing timely adoption of directives from leadership, and ensuring accurate and efficient completion of administrative functions.

A core responsibility of this role is ensuring that all Medical Office Assistants consistently apply DPI (Dramatic Performance Improvement) techniques in their daily work. DPI is central to the organization’s culture of excellence, and the Supervisor is expected to model, reinforce, and monitor adherence to these techniques to achieve measurable performance gains across the front office. The Medical Office Assistant Supervisor works collaboratively with administrative and clinical leadership, serving as a bridge between staff and management, and ensuring that outcomes align with departmental goals, compliance requirements, and organizational priorities.

The ideal candidate will demonstrate strong leadership, organizational, and problem-solving skills; possess the ability to balance hands-on responsibilities with supervisory oversight; and bring proven experience in healthcare administration and team management.

Responsibilities

  • Provide direct supervision, coaching, and oversight of all Medical Office Assistants to ensure high performance and accountability.
  • Ensure timely and consistent adoption of all workflows, policies, and procedures as directed by leadership.
  • Reinforce and monitor staff adherence to DPI techniques, ensuring they are applied to improve efficiency, service quality, and patient outcomes.
  • Manage day-to-day front-office operations, including patient registration, appointment scheduling, insurance verification, and co-payment collection.
  • Monitor patient flow to reduce delays, improve efficiency, and enhance the overall patient experience.
  • Serve as the first point of escalation for patient concerns, resolving issues promptly and professionally.
  • Collaborate with billing, clinical, and administrative departments to resolve operational issues and ensure data accuracy.
  • Ensure front-office compliance with organizational standards, HIPAA, billing requirements, and health regulations.
  • Maintain appropriate staffing coverage, including scheduling, time-off approvals, and contingency planning.
  • Payroll duties for frontline staff
  • Sorts Faxes and Incoming/Outgoing Mail
  • Backup as Cash Reconciler

Key Outcomes

  • Compliance: Achieve 100% adherence to workflows, policies, and leadership directives within five business days of issuance.
  • DPI Adherence: Ensure all Medical Office Assistants consistently apply DPI techniques, with measurable improvements in efficiency, error reduction, and service delivery.
  • Patient Experience: Maintain registration and check-in accuracy above 95% and ensure average patient wait times remain within 15 minutes or less of scheduled appointment times.
  • Financial Accuracy: Maintain co-payment collection and reconciliation accuracy at 98% or higher.
  • Data Integrity: Keep EMR data entry errors below 2%, with routine audits conducted to validate accuracy.
  • Staff Development: Conduct quarterly performance reviews, with documented coaching and at least two professional development opportunities annually for each team member.
  • Patient Satisfaction: Contribute to measurable improvement in patient satisfaction scores through staff accountability and service delivery.
  • Operational Improvement: Demonstrate the implementation of or focus on at least two DPI-driven workflow improvements annually to increase efficiency and reduce operational bottlenecks.

Administrative & Training Responsibilities

  • Train and onboard new Medical Office Assistants in organizational workflows, EMR usage, customer service protocols, and DPI techniques.
  • Conduct ongoing training, refreshers, and performance evaluations to ensure continuous improvement and skill development.
  • Perform regular audits of front-office operations to verify compliance with policies, procedures, and billing standards.
  • Document staff performance concerns and partner with HR and leadership on corrective action plans as necessary.
  • Lead staff meetings to reinforce directives, communicate organizational updates, and align front-office activities with department goals.
  • Act as a role model for professional conduct, accountability, and DPI adherence, ensuring staff consistently uphold organizational values and standards.

Supervisory Responsibilities

Directly supervises the clinical staff and carries out supervisory responsibilities including training, planning, assigning and directing work; appraising performance; rewarding and disciplining staff and addressing complaints and resolving problems within the department.

Supervisory Competencies

To perform the job of a Supervisor successfully, an individual should demonstrate the following:

  • Delegation: Delegates work assignments; sets expectations and monitors delegated activities.
  • Managing Staff: Sets clear expectations and holds staff accountable; provides regular performance feedback; develops staff’s skills and encourages growth; recognizes and reinforces staff’s developmental efforts and improvements.
  • Communication: Ability to listen effectively; convey information clearly, confidently and with proper tone in positive or negative situations; ensures information is passed on to others who should be kept informed; and respects the confidentiality of information shared by others.
  • Judgment: Exercises good judgment and makes effective, sound, timely and informed decisions.
  • Teamwork: Ability and desire to work cooperatively with others on a team; as a team leader, the ability to listen and respond constructively to other team members’ ideas and successfully get groups to learn to work together.
  • Leadership: Ability to convey confidence in staff’s ability to be successful, especially at challenging new tasks; delegating significant responsibility and authority; allowing employees freedom to decide how they will accomplish their goals and resolve issues.
  • Problem Solve: Identifies and resolves problems in a timely manner; and gathers and analyzes information skillfully.
  • Motivational Support: Inspires and motivates staff to perform well; enhance staff’s commitment to their work by recognizing and rewarding them for their achievements and contributions.
  • Empowering Staff: Ability to let others make decisions, take charge and expresses confidence in the ability of others to be successful.

Qualifications

EDUCATION/EXPERIENCE

  • Associate’s degree in healthcare administration, business administration, or related field required.
  • Bachelor’s Degree preferred.
  • Minimum of three (3) years of experience in a healthcare or medical office setting required.
  • At least two (2) years of supervisory or lead experience preferred, ideally in a front-office or patient services role.
  • Demonstrated experience managing patient registration, scheduling, insurance verification, and billing-related functions.
  • Prior experience with quality improvement initiatives or adherence to performance improvement methodologies strongly preferred.

SKILLS AND KNOWLEDGE

  • Fluency in English and Spanish required, with excellent verbal and written communication skills in both languages.
  • Strong leadership abilities with proven skills in coaching, mentoring, and motivating staff.
  • In-depth knowledge of medical office procedures, front-office operations, and EMR systems.
  • Solid understanding of insurance processes, including verification, authorizations, and billing support.
  • Exceptional organizational and time-management skills, with the ability to prioritize tasks in a fast-paced environment.
  • Strong problem-solving and conflict-resolution abilities, with a focus on professionalism and discretion.
  • Demonstrated ability to ensure compliance with HIPAA and other healthcare regulations.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or equivalent applications.
  • Commitment to organizational values, patient-centered service, and continuous improvement through DPI techniques.

AVAILABILITY REQUIREMENTS

  • Must be able to work Monday through Friday on a consistent basis.
  • Availability to work multiple Saturdays per month as scheduled.
  • Flexibility to work early mornings, evenings, or nights based on operational needs.
  • Ability to work extended hours during peak periods, special projects, or coverage needs.
  • Consistent reliability and punctuality required to support front-office staffing and patient flow.
  • Must be fully vaccinated against COVID-19, with exceptions only as required by law.

WORKING CONDITIONS

  • Position is primarily based in a medical office environment with regular interaction with patients, families, and staff.
  • High-traffic, fast-paced setting with frequent interruptions and the need to multitask effectively.
  • Extended periods of sitting, standing, and walking throughout the workday.
  • Regular use of computers, telephones, copiers, and other standard office equipment.
  • Occasional lifting, carrying, or movement of supplies and materials up to 20 pounds.
  • Requires consistent adherence to infection control, safety, and organizational policies, including the use of personal protective equipment (PPE) when appropriate.
  • Direct, daily contact with patients and staff in a professional, team-oriented environment.

Job Type: Full-time

Pay: $55,000.00 – $60,000.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid sick time
  • Paid time off
  • Retirement plan
  • Vision insurance

Education:

  • Associate (Required)

Experience:

  • Healthcare or Medical Office: 3 years (Required)
  • supervisory or lead: 2 years (Required)

Language:

  • Spanish (Required)

Ability to Commute:

  • New York, NY 10029 (Required)

Work Location: In person

Title: Medical Receptionists Supervisor – Bilingual (Spanish & English)

Company: Settlement Health

Location: New York, NY

 

Apply

Upload your CV/resume or any other relevant file. Max. file size: 800 MB.