Summary

The Office Supervisor, under the direction of the Practice Administrator or Practice Manager, is responsible for the overall success of one or more assigned medical practices. This position provides the leadership, direction, administration and coordination of all medical office activities.

Essential Duties and Responsibilities

• Supervises the daily operations of one or more practice and coordinates the work activities and schedules of the staff.
• Provides leadership in the Practice Administrators or Practice Managers absence.
• Leads office staff team by hiring, training, coaching, evaluating and implementing the progressive disciplinary action policy when necessary.
• Assisting with Performance Reviews and Annual Evaluations.
• Responsible for communicating effectively with all staff and providers regarding policies procedures, forms, changes, and requirements.
• Monitors staffs time and attendance and performs adjustments prior to payroll deadlines.
• Tracks and reports providers paid leave and continuing medical education according to contract.
• Schedules/Arranges meetings, lunches, and travel arrangements as needed for clinic personnel.
• Ensures employees are engaged, appreciated, and encouraged by sharing survey data, assisting in creating action plans and making progress on the action plans.
• Responsible for leading the staff to provide excellent patient experience.
• Responsible for financial management of office including ensuring cash control, bank reconciliations and deposits.
• Maintains and compiles statistics and other records for reporting purposes. Manages the appropriate documentation within the offices designated system to ensure regulatory requirements are met.
• Oversees current inventory of medical, pharmaceutical, and administrative supplies.
• Coordinates the smooth operations of front and back office through consistent and appropriate communications and relationship building.
• Works with other supervisors and managers to facilitate cross-training and ensure inter-department communication and cohesion.
• Handles special projects as required such as preparing the clinic to meet accreditation by agencies or payers.
• Keeps Practice Administrator or Manger informed of operations and relays concerns appropriately.

Other

• Compiles information and prepares reports.
• Maintains records.
• Participates in educational activities.
• Follows organizational policies and procedures, including State of Franklin Healthcare Associates Compliance Manual, Code of Ethics and Business Standards, HR Policies and Procedures Manual, Team Member Handbook, OSHA Manual and any other policies or procedures for the job function, department, location or clinic.
• Performs other duties as assigned.

Supervises

Office Assistants and Patient Service Representatives

Education

Bachelor degree in Business Administration or Healthcare Administration. Equivalent work experience may substitute for education requirement.

Experience

Two or more years of supervisory experience with at least one year of supervisor experience in a healthcare setting.

Certificates, Licenses, Registrations

None

Competencies

Service: Demonstrates high standards of service to patients, physicians, team members and other departments; remains calm when faced with challenging or difficult situations; effectively resolves service issues.

Quality: Work is thorough and accurate; offers ideas and solutions to improve outcomes and enhance service; considers the situation and relevant information before taking action; effectively implements improvements.

Integrity: Acts with the highest levels of personal ethics, honesty and accountability.

Performance: Applies job specific knowledge, skills and experience to accomplish results; requires appropriate level of supervision; work is completed in a timely manner; uses sound judgement in decision-making; is reliable and dependable; utilizes time and resources responsibly; complies with policies and procedures; work area is organized, neat and clean.

Communication: Expresses facts and ideas in a clear, convincing and organized manner; listens effectively; professional, respectful and compassionate in communications with others; follows proper channels of communication and shares essential information timely; maintains appropriate confidentiality.

Teamwork: Builds and maintains effective working relationships; recognizes strengths and contribution of others; manages and resolves conflicts in a positive and constructive manner.

Leadership & Management: Sets and pursues key business objectives; monitors performance indicators to deliver results; inspires team to achieve goals; establishes realistic budget and demonstrates fiscal accountability; manages resources to maximize efficiency and effectiveness; creates atmosphere of teamwork and effective communication; recognizes and effectively utilizes team member skills and abilities; team members supervised demonstrate competence, productivity and high morale.

Working Conditions

Work is performed in a medical office environment involving contact with patients, physicians, staff, insurance carriers and other business partners. Occasional local travel between work sites and additional hours, including evening or weekend work, may be necessary.

Physical Requirements