Office Supervisor

Office Supervisor coordinates the day-to-day operations of the office under the supervision of the Office Administration. The Office Supervisor provides training for new front office employees. Performs certain administrative duties in the absence of the Administration. 

Responsibilities include:

Oversees, manages, and supervises all clinical and office functions involving patient care and office operations:

Day-to-day staffing (ensure staff show up on time for work, approve vacations, arrange coverage, etc.).

Coordinate the daily activities of the office staff to ensure proper coverage at all times.

Management by Walk About (MBWA) – be visible and present.

Supervises, manages, and monitors office and assigned medical staff in achieving customer service excellence and customer relationship management.

Staff oversight (ensure staff are trained and do the job correctly:

Ensure staffs schedule/reschedule patient appointments accurately and timely.

Ensure staffs register new patients in the practice management (PM) system, by accurately. entering their demographic and insurance information.

Ensure staffs acquire medical records on all new patients to be scheduled. Triage for urgency.

Ensure staffs obtain referral or authorization on all necessary patients.

Ensure staff provide first pass request for labs and testing on follow up patients.

Ensure staff prepare patient chart summaries for physician appointments.

Ensure staff print and scan patient demographic originals and updates.

Ensure all equipment is ready and works prior to daily activities.

Ensure staffs review weekly batches for accuracy and scan into public folder.

H.R. – coaching and counseling, interviewing replacements, payroll, and time clock

Compile employee payroll information for payroll approval.

Provide office orientation for new staff.

Supervise all staff training.

As assigned conducts training programs as required by Athena, patient records, purchasing and procurement, facilities and other areas as required by administration.

Assist with the implementation, monitoring and determining adherence of staff compliance to policies and procedures.

Prepares, compiles, develops, and presents a variety of regularly scheduled and/or ad hoc narrative, statistical and/or other reports and presentations.

Supervises, oversees, and works in a complex organization.

Serves as a resource to clinical staff in proving support and assistance to patients, families, medical office staff and others having business with Panoramic Health.

Oversees, works in and on a sophisticated computer system performing data entry, completing forms, conducting statistical analysis and related office support tasks:

Athena dash boards: MD, staff and practice staff buckets, hospital buckets, supervisor buckets, dashboard, clinical in-box.

End of day reconciliation - perform all Athena related tasks including bank deposits, credit card close outs, etc.

Arrange for maintenance/repairs for all office machinery.

Oversees and/or orders, office supply, medical equipment, tracks, and monitors office utilization:

Office supply oversight (ensure streamlined ordering through central supply).

Track inventory and prepare order for office supplies within office budget guidelines.

Serves as facility representative for new patients and families, visiting physicians and other medical practice representatives.

MD schedule: ensure all schedules are booked correctly, accurately, and timely.

Address all day-to-day issues and day-to-day needs.

Inform Administration of operational problems and concerns

Assist with marketing.

Coordinates, works with, and assists vendors, contractors and others as required.

Back up front desk and office positions, when necessary (as qualified).

Maintain patient confidentiality.

Manage multiple phone lines; answer phones, route calls and take accurate messages.

Page physicians as necessary.

Make bank deposits as per cash policy.

Coordinate weekend physician coverage in collaboration with managing partner.

Attend required meetings and participate in committees, as requested.

Perform other duties and responsibilities as required, assigned, or requested.

Qualifications:

High school diploma or GED.

Certification as a Medical Assistant preferred.

Minimum 5 years’ experience in medical office operations.

Knowledge of medical terminology, insurance and government payer regulations and other third-party requirements.

Proficient in the use of office equipment, such as computer, copier, printer, fax, POS machine.