Site Supervisor

Qualifications

Site Supervisor must have excellent communication, organizational, and management skills, along with good business sense and the ability to handle multiple priorities. Excellent professional and interpersonal skills with ability to resolve conflicts.

Work Experience

Five years experience in a health related field, including three years of administrative or supervisory experience.

Education

High School Diploma or equivalent; College preferred

Skills

Speaking, Active Listening, Reading Comprehension, Time Management, Writing, Critical Thinking, Negotiation, Judgment / Decision Making; Management of Personnel Resources; Office Management

Examples of Duties

• Supervise and coordinate the daily activities of MAs, nurses, providers, and customer service staff.
• Continuously monitor and adjust staff schedules to ensure efficient delivery of service and adequate break/lunch times. This includes making changes in staffing patterns and/or duties to assure optimum flow and patient satisfaction.
• Monitors and ensures compliance with Peach Tree medical protocols and administrative procedures, HIPPA, CLIA, OSHA and state pharmacy regulations. Submit audit data when assigned; ensure center meets all quality assurance and risk management requirements.
• Performs or oversees ordering and accuracy of inventory for medical supplies and office supplies for the health center.
• Assures appropriate inventory levels are maintained.
• Facilitate training of staff to different job duties to ensure proper cross-coverage as needed to maintain operations
• Monitoring MA inboxes and charts. Tasks must be completed within allowed timeframe
• Maintain site cash reserves for petty cash and patient registration
• Respond to emergency power outages and relocate vaccines and medications as needed. Report lost vaccines or medications as applicable
• Process payroll for assigned staff including PTO approval and absence tracking
• Ensure that each employee understands their job description and the expected results.
• Report gaps in resources and employee training, which, when addressed by management, will lead to improvements in clinical performance.
• Maintain high levels of professionalism and morale among clinic staff.
• Implement policies and practices that will ensure that patients have the best possible customer experience.
• Work with nursing staff and purchasing department to ensure office and medical supplies and inventory are properly stocked.
• Oversee the timely onboarding of new employees, making sure they have been given their employee ID, system logins, and HR orientation by the respective departments.
• Review performance data with staff and follow through with action items that will improve clinical quality and efficiency.
• Monitor phone and IT systems for any issues, report them to IT, and follow up on resolution.
• Ensure that employees are compliant with Peach Tree security, confidentiality, and HIPAA policies.
• Discuss job performance problems with employees to identify causes and issues and to work on resolving problems.
• Interpret and communicate work procedures and company policies to staff.
• Resolve interpersonal conflicts among staff; develop a working environment that promotes camaraderie and teamwork; report unresolved conflicts for further intervention.
• Identify and help troubleshoot issues in scheduling, referrals, fax distribution, phone system and billing that affect clinical operations.
• Monitor the facility to ensure it remains safe, secure, and well-maintained.
• Act as a Certified Medical Assistant as needed to maintain patient care.

Additional Duties

• Maintain on-site medical records administration and ensure that all state and federal regulations governing the release of information is followed.
• Receive and help to resolve customer service issues and patient complaints
• Maintain staffing levels through scheduling or staff
• Monitor delivery of patient services and prepare for all changes needed or impacted by patient load, collecting procedures, and government regulations and policies.
• Complete various special projects, which may require reviewing and analyzing information, identifying problems, recommending solutions and writing reports.
• Assist in creating departmental policies as needed. Review departmental policies and procedures annually and update as needed.
• Interpret and communicate clinical performance data to staff
• Working knowledge of clinic operations including appointment scheduling, registration, MA job duties, EHR, and billing
• Working knowledge of Peach Tree employee handbook policies and procedures
• Perform other duties as assigned.

Travel Requirements

Must travel to other sites to attend meetings, training, or address issues with the department; occasionally overnight for training.

Tools & Technology

Tools: Calculators or accessories; Photocopiers; Scanners; Faxing equipment; Computers and Keyboards; Telephones

Technology: Data software - NextGen; Microsoft Office programs; Electronic Mail – Microsoft Outlook

Knowledge

Clerical, Customer and Personal Service, Mathematics; Medical Terminology; Infection Control; HIPAA; MSDS; State and Private Insurance; Medical Records

Abilities

Oral Comprehension; Oral Expression; Written Comprehension; Written Expression; Problem Sensitivity; Deductive Reasoning; Inductive Reasoning; Near Vision; Speech Clarity; Speech Recognition

Work Activities

Communicating with Supervisors, Peers, or Subordinates; Getting Information; Interacting With Computers; Performing Administrative Activities; Making Decisions and Solving Problems; Organizing, Planning, and Prioritizing Work; Communicating with Persons Outside Organization; Establishing and Maintaining Interpersonal Relationships; Judging the Qualities of Things, Services, or People; Documenting/Recording Information

Work Styles

Integrity; Dependability; Attention to Detail; Cooperation; Independence; Initiative; Self Control; Adaptability/Flexibility; Concern for Others; Stress Tolerance

Work Context

Physical Demands: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential function of the job, with or without accommodation. Prospective employees must complete a pre-employment medical exam (Occupational Group IV) which will measure the ability to:

• See well enough to read fine print and view a computer screen; speak and hear well enough to understand, respond, and communicate clearly in person and on the telephone; independent body mobility sufficient to stand, sit, walk, lift or move, stoop, and bend to access the work environment and a standard office environment; manual dexterity and sufficient use of hands, arms and shoulders to repetitively operate a keyboard and to write; and the ability to sit or walk for prolonged periods of time.
• Occasionally may be required to lift/move or assist in lifting/moving up to 50lbs.
• Reasonable accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

Work Environment: Generally a typical office environment.