Office Supervisor

Job Details

Description

Office Supervisor Position Overview:

The Office Supervisor plays a key leadership role in the daily operations of a busy podiatry clinic, working closely with the Area Operations Manager to ensure an exceptional patient experience, a cohesive team environment, and efficient clinic workflows. This position serves as the onsite point person for staff supervision, patient satisfaction, and operational performance. The Office Supervisor supports company-wide initiatives, helps implement new services and processes, and contributes to the overall success and growth of their affiliates. This is a hands-on role that requires strong leadership, communication, and organizational skills. Travel to area clinics is required.

Key Responsibilities

• Oversee daily front and clinical operations to ensure smooth and efficient workflows.
• Maintain compliance with HIPAA, OSHA, and internal policies and procedures.
• Coordinate provider schedules and ensure optimal clinic flow and productivity.
• Serve as the primary point of contact for operational issues within the clinic.
• Lead the interviewing and hiring process for clinic staff in collaboration with the Area Operations Manager and HR.
• Supervise and support front desk and clinical support staff.
• Manage staff scheduling, time-off requests, and coverage needs.
• Conduct on-the-job coaching and assist with onboarding and training new employees.
• Foster a positive, team-oriented work environment.
• Proactively address and resolve day-to-day challenges and disruptions to keep the clinic running smoothly.
• Field and respond to questions and concerns from patients, staff, and physicians in real time.
• Use sound judgment to de-escalate issues or involve the Area Operations Manager or appropriate department when necessary.
• Maintain professionalism and responsiveness in high-pressure or unexpected situations.
• Ensure a welcoming and professional environment for all patients.
• Address and resolve patient concerns and escalate as appropriate.
• Monitor and work to improve wait times and patient satisfaction scores.
• Oversee collection of copays and reconcile daily deposits.
• Prepare and complete daily bank deposits in accordance with company policy.
• Ensure accuracy of charge entry, documentation, and referral workflows.
• Support coordination with billing teams on insurance and patient account issues.
• Monitor and manage the Practice Front Desk Queue, resolving claim-related tasks in a timely and accurate manner.
• Collaborate with Accounts Payable to review, submit, and resolve clinic invoices in a timely and accurate manner.
• Maintain open communication with Area Operations Manager regarding performance, staffing, and clinic needs.
• Share updates and implement company-wide initiatives within the clinic.
• Participate in regular meetings and relay important information to staff.
• Monitor and manage office and clinical supply levels.
• Submit orders in accordance with budget guidelines and maintain organized inventory systems.
• Track and support achievement of clinic KPIs including patient volume, reappointment rates, and productivity.
• Assist with implementation of new services or improvements in workflow.
• Identify opportunities for operational efficiencies and practice growth.
• Serve as a team lead on select company projects and initiatives, ensuring successful clinic-level execution and engagement.
• Communicate clearly, respectfully, and effectively with staff, providers, patients, and leadership.
• Draft and deliver internal updates, instructions, and reminders in a clear and professional manner.
• Confidently lead team meetings, relay feedback, and support performance improvement conversations.
• Address patient concerns or staff issues with empathy, professionalism, and discretion.
• Demonstrate strong listening skills and the ability to adapt communication style to the audience.
• Perform other duties and responsibilities as assigned to support clinic operations, company initiatives, and organizational goals.
• Demonstrate professionalism, accountability, and a team-first attitude.
• Uphold patient confidentiality and company values.
• Actively support leadership in implementing policies, changes, and new programs.
• Foster a culture of collaboration, respect, and high performance.
  
  

Required Education, Skills And Experience

• Bachelor's degree (or equivalent experience in healthcare operations)
• Minimum of 4 years as a Medical Office Manager or similar supervisory role
• Proven experience managing a team of 15–20 staff
• In-depth knowledge of medical billing and insurance workflows
• Experience with EMR/EHR systems
• Strong communication and leadership skills
• Excellent multitasking, organizational, and time management abilities
• Technologically savvy; proficient in Microsoft 365 products, including Word, Excel, Outlook, and Teams
• Commitment to confidentiality and HIPAA compliance
  
  

Pay Range

• $28 - $31/hr, based on experience
  
  

Benefits Offered

• Health Insurance (Single & Family plans available)
• Life Insurance
• Disability Insurance
• 401(k) Plan with Company Match
• Employee Discount Program
• Paid Time Off
• Paid Holidays
  
  

Physical Requirements

The physical demands described here represent those required to perform essential job functions. Reasonable accommodation may be made for individuals with disabilities. While performing this role, the employee must regularly:

• Sit, talk, hear, and use hands to write, type, or operate office equipment
• Occasionally reach with hands and arms; climb, balance, stoop, kneel, crouch, crawl, and smell
• Perform repetitive motions, including reaching overhead and typing
• Lift up to 50 pounds occasionally and carry objects weighing up to 25 pounds
• Maintain peripheral vision, depth perception, and focus adjustments