Office Supervisor

Reports to the Director/ Practice Manager of the respective site within BMG. In collaboration with the Director/Practice Manager, is responsible for the effective coordination of all daily operational support functions of the assigned facility and performs duties necessary to maintain a smooth functioning and efficient physician office. Responds to daily operational issues when the Director/Practice Manager is absent or unavailable.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Assists in the overall operational staffing support functions of the assigned facility by:

• Maintaining overall responsibility for scheduling of the staff in order to provide adequate coverage for clerical and other support staff.
• Supervising the clerical staff, coordinating patient care, supervising and coordinating the training for all personnel.
• Participating in the compilation of information for employee performance appraisals; also assisting with employee relation matters, such as corrective actions and disciplinary actions.
• Assisting the Director/Practice Manager with interviewing prospective new employees, mid-level providers and physicians; also providing a comprehensive orientation for new employees, mid-level providers and physicians.
• In collaboration with the Director/Practice Manager, developing training and education for the staff, mid-level providers, and physicians; also utilizing other sources.
• Maintaining smooth daily operations in the various clerical pods and clerical support activities; also maintaining public relations.
• Conducting regular unit meetings to keep employees informed of directives, policies and procedures.
• Being responsible for the hiring/selection and (if necessary) termination of employees, under the supervision of the Director/Practice Manager. Also evaluating the performance of the staff (being directly supervised) and recommending, preparing and administering disciplinary actions as needed.

Assists with maintaining a smooth-functioning and efficient physician office by:

• Assisting with the development of patient billings, medical records and office activities and monitoring fees and reimbursement.
• Participating in the budget process with the Director/Practice Manager; also assisting with the effective management/control of expenses.
• Ordering, tracking and maintaining an inventory of supplies.
• Assisting with decisions on selecting vendors and purchasing supplies/equipment.
• Reviewing charge posting and coding for accuracy.
• Ensuring that the practice is accurately capturing all necessary patient data and other information to properly bill and collect practice fees.
• Supervising the daily deposits in order to ensure accuracy and timeliness.
• Working closely with the Director/Practice Manager on the accounts payable processes.
• Handling all mail and correspondence.
• Assisting with the identification of maintenance and repair matters (i.e., pertaining to the building and grounds.
• Assisting in monitoring the telephone system.

Providing seamless operation of the physician office in order to promote ongoing effective customer service by:

• Collaborating with the Director/Practice Manager on marketing and advertisements for the site.
• Responding immediately to patient concerns and /or complaints; also ensuring that patients are treated in a friendly and highly-effective manner.
• Performing follow-up and ensuring the timely resolution of customer service matters, while seeking assistance from the Director/Practice Manager as necessary.
• Keeping the Director/Practice Manager apprized of all issues which have the potential for a disruption of service.
• Working collaboratively with the Director/Practice Manager to address Physician issues.
• Serving as the communication resource (e.g., disseminating, explaining and interpreting policies/procedures and regulations), especially in the absence of the Director/Practice Manager.

Plays a key role in the development and maintenance of the physician office's information systems by:

• Making changes in the Physician appointment scheduling template as necessary.
• Assisting in the development of plans for hardware and software needs.
• Facilitating the timely implementation, education and training of information system changes (e.g. implementation of an employee medical record (EMR) appointment reminder function and lab results communication module).

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Apprizing the Director/Practice Manager, in a timely manner, of unusual situations requiring additional assistance or support.
• Participating in continuous quality improvement by identifying areas of opportunity and the initiating the necessary actions.
• Maintaining records, reports and files as required by established policies and procedures.
• Completing other job-related assignments and special projects as directed.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working addition Education and Experience
  • The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma. A bachelor's degree or equivalent is preferred. A minimum of three years of related healthcare experience, or educational equivalency, where proficiency with coding systems such as ICD-9-CD, CPT-4 (HCPCS) was attained.

  Knowledge & Skills

  • Requires a working knowledge of general medical office methods, practices and procedures and medical record file systems.
  • Requires a working knowledge of third-party reimbursement procedures and requirements, including Medicare/Medicaid and commercial insurance carriers.
  • Requires a working knowledge of medical terminology, anatomy and physiology and the ability to utilize established and specialized technical coding processes.
  • Demonstrates proficiency in basic computer skills (i.e., data entry, word processing and spreadsheets). A basic understanding of database applications is desired.
  • Requires solid office/secretarial skills, including the ability to operate standard office equipment as required by the needs of the office.
  • Demonstrates the strong leadership skills necessary to gain the cooperation and support from the staff and Physicians.
  • Requires the organization and analytical skills necessary to analyze situations/problems and provide timely resolution and work effectively with day-to-day problems.
  • Demonstrates the interpersonal and communication skills (both verbal and written) necessary to deal effectively with a diverse group of people and provide clear and effective explanations.
  • Demonstrates a strong interest in the ongoing development of one's leadership skills and also the desire to participate in management development activities.

  Working Conditions

  • Works in a medical office environment.

  Physical Demands

  • Requires the physical ability and stamina to perform the essential functions of the position.