Kent Campus Hospital

STATUS: Full Time 80 Hours

SHIFT: Days

Summary:

The Office Supervisor is responsible for supervising the administrative support personnel and functions specific to the management of departmental operations. Assist with oversight for business functions for one or more practices under the direction of the Practice Manager. Provides analysis and reports to ensure effective financial performance. Serve as backup to Practice Manager. May provide clinical support as needed within the scope of clinical competencies and licensure.

Responsibilities:

1. Supervises and assigns work, staff scheduling, and organization of staff as needed. Provides coverage in all non-clinical areas to include billing, scheduling, registration/front office and other clerical duties as required. Oversees all surgery scheduling in surgery practices. Ensures efficient workflow of day to day operations of the practice(s).
2. Maintains all office operating procedures and office files; informs physician(s) of business matters involving personnel and financial items of importance on a regular basis. Ensures the daily physician practice clinical activities are documented, coded and billed accurately to insure compliance with all regulatory agencies and financial policies.
3. Responsible for monitoring and reporting on staff attendance and punctuality; documenting variations from policy for progressive discipline. Must maintain knowledge and understanding of payroll practices and procedures to accurately review, approve and correct time as required, with supporting documentation. Assist Practice Managers in managing overtime.
4. Interface with providers on patient issues/complaints, and provide reporting/analysis of financial performance.
5. Provides training needs of employees or trains support staff as required; ensures courteous and thorough communications with patients, providers and all other Bayhealth staff members. Provide feedback to practice staff as needed, but not less than monthly. Ensures staff is notified of changes to policies, processes and/or procedures affecting the practice.
6. Provides status updates to all providers, patients, facilities, etc. as needed to maintain the activities of referrals and authorizations. Assures open communications with all parties involved in the referral and authorization processes.
7. Ensure staff is trained in The Joint Commission (TJC) standards. Assure that TJC documentation standards are maintained and completed as needed. Ensure that staff is supported to meet any inspection requirements from TJC, Centers for Medicare and Medicaid (CMS), and any other local, state or federal regulatory agency or standards accreditation or oversight body.
8. Participate in the budgeting process, providing recommendations for purchase, and monitor compliance with budget as needed. Provides analysis and report of activities.
9. Maintains inventory of all office supplies and coordinates inventory control of medical supplies, orders supplies based on financial assessment, insures that ordering and delivery of supplies meet operational needs. Arrange for maintenance of facility and equipment used.
10. Completes and delivers performance evaluations in conjunction with the Practice Manager. Makes recommendations of hiring, training, performance improvement, discipline, and termination activities of administrative support staff.
11. All other duties as assigned within the scope and range of job responsibilities

Required Education, Credential(s) and Experience:

• Education: Associate Degree, Associate Degree in Business Administration or Related field
• • In lieu of an Associated Degree, you must have a High School Diploma and one (1) additional year of experience in a physician/medical office; to include coding & billing knowledge and previous work with medical insurance carriers.
• Credential: None Required
Experience: Three (3) years’ experience in a physician/medical office; to include coding & billing knowledge. Previous work with medical insurance carriers to include a minimum of 1-year supervising/leading a medical office staff.

Preferred Education, Credential(s) and Experience:

• Education: Bachelor Degree, Business Administration Or Bachelor Degree in related field.
• Credential: Certified Medical Manager
• Experience: Four (4) years of experience supervising a physician office. Experience in surgical scheduling. Experience in pre-certifications.

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