Front Office Manager Opportunity at Diamond Physical Therapy - Be The First Impression That Sets The Tone For A Great Patient Experience!

Are you a motivated and detail-oriented person who enjoys being the first face patients see when they walk in? If so, Diamond Physical Therapy wants to meet you! We are seeking a Front Office Manager to lead daily operations across our busy outpatient physical therapy clinics. This position is ideal for someone who enjoys managing people, organizing systems, and keeping a patient-focused environment running smoothly. 

Why Choose Diamond?

At Diamond Physical Therapy, we help people acheive Real Results for Real People. For over 30 years, our locally-owned clinic has proudly served the Algonquin and Lake in the Hills communities with personalized, hands-on care. We are not corporate medicine - we're a patient-first practice that values relationships, teamwork, and professionalism. Learn more at dptrehab.com. 

What You Will Do

Be A Team Leader

• Oversee daily front-office operations, including scheduling, check-in/out, and communications.
• Supervise, train, and mentor front-desk staff while promoting accountability and teamwork.
• Partner with Clinic Directors to align priorities, support performance reviews, and assist with hiring.

Provide Operational Oversight

• Ensure accurate scheduling, insurance verification, and billing coordination with the central team.
• Track and report key metrics (new patients, no-shows, collections, A/R) to identify improvement opportunities.
• Manage office supplies, vendors, and facility needs while maintaining compliance with HIPAA, OSHA, and clinic policies.
• Review daily collections, approve payroll/timecards, and communicate operational trends to leadership.

Collaborate

• Align administrative workflows with clinical operations to support seamless patient care.
• Partner with RCM, Payroll, and leadership to ensure revenue accuracy and compliance.
• Participate in leadership meetings and contribute to continuous workflow improvement.

Provide A Positive Patient Experience

• Foster a warm, professional, and patient-centered environment.
• Ensure every interaction reflects empathy, efficiency, and high-quality service.
• Resolve escalated patient issues promptly and support team efforts to achieve strong satisfaction and retention.

Who You Are

• A Natural Leader: You motivate and mentor others with clarity and compassion. You know how to bring out the best in your team while holding high standards for quality and consistency.
• Detail-Oriented & Operationally Minded: You have a sharp eye for accuracy in scheduling, insurance verification, and billing coordination. You’re comfortable monitoring KPIs and using data to drive improvements.
• Collaborative Communicator: You build strong relationships with clinical staff, billing teams, and leadership, ensuring alignment across all departments.
• Adaptable Problem Solver: You stay calm under pressure, handle challenges with professionalism, and pivot quickly when priorities shift.
• Patient-Centered Professional: You understand that a welcoming smile and an efficient process are the foundation of excellent care — and you model that every day.
• Driven by Growth: You’re eager to improve systems, support your team’s development, and play an active role in shaping a positive, efficient clinic culture.

Qualifications

• 3+ years of healthcare office management or lead adminstrative experience, required
• Strong computer skills are necessary; EMR/EHR experience is highly preferred 
• Prior experience in a physical therapy, chiropractic, or outpatient medical setting, highly preferred
• Experience managing or training front-office teams
• Excellent communication, organization, and problem-solving abilities
• Detail-oriented, proactive, and adaptable
• A professional, positive demeanor with strong leadership instincts