Office Supervisor - TMS and Esketamine Clinic, Department of Psychiatry

University Staff

Description

University of Colorado Anschutz Medical Campus

Department : Community Practice

Job Title : Office Supervisor - TMS and Esketamine Clinic, Department of Psychiatry

Position # : 00840081 - Requisition # : 37714

Job Summary : Nature of Work :

The Department of Psychiatry has an opening for a full-time (1.0 FTE) Office Supervisor for the Esketamine and Transcranial Magnetic Stimulation (TMS ) Clinics . The Esketamine and TMS Clinics are unique and exciting services within the Department of Psychiatry's Helen and Arthur E. Johnson Depression Center that fall under the category of interventional psychiatry. Drugs (Esketamine) and brain stimulation devices (TMS) are used on-site to treat psychiatric disorders according to evidence-based guidelines.

The Office Supervisor coordinates activities with the Practice Manager to ensure efficient, cost-effective business operations of the practice on a day-to-day basis by performing a variety of tasks. This position collaborates with the Practice Manager and physicians to facilitate exceptional customer service. The Office Supervisor collaborates with the Practice Manager to plan, organize, communicate, coordinate, administer, teach, and evaluate staff in their service to patients. The Office Supervisor contributes to the growth of the medical practice by promoting an excellent, positive, professional image and actively participates as a member of the team, and carries out all leadership responsibilities in accordance with the policies and procedures of the practice and the University of Colorado School of Medicine (CUSOM).

Key Responsibilities :

Daily Operations (55%)

Collaborates with the Medical Directors and Practice Manager to coordinate the day-to-day activities of the Esketamine and TMS Clinics.

Successfully monitors Esketamine patients from the referral process to the prior authorization process to the REMS registration process to scheduling, in collaboration with patient care techs.

Regularly monitor accessibility and efficiency of scheduling, registration, check-in / out, billing, referral; works with Clinical RN and Practice Manager to adjust processes accordingly.

Business / Financial (20%)

Maintains a working knowledge of accepted payer plans, including governmental and grant programs. Serves as an expert in this area with all staff, supervisors, Practice Manager, and physicians.

Collaborates with the Practice Manager by effectively assessing and communicating nonclinical staffing needs, supplies, and equipment. Monitors inventory and supply utilization. Assists the Practice Manager in the ordering processes of clerical supplies and standard office equipment.

Assists Practice Manager with the determination and justification needs for systems equipment and supply purchases.

Leadership & Professionalism (5%)

Responsible for the orientation process of new staff hires and assists in the ongoing training and development of all staff to maintain required competencies.

Collaborates with the Practice Manager to complete the evaluation process and initiate, coordinate, and monitor performance improvement plans of clinical and nonclinical staff.

Works as a leader in all clinical and nonclinical areas. Works as a team member. Fills in for staff as necessary and as able / within scope.

Communication (5%)

Utilizes effective communication systems to ensure the flow of patient services and continuity of care.

Maintains open lines of communication with all staff, supervisors, Practice Manager, and physicians.

Communicates performance expectations to staff and holds staff accountable to respective job roles and responsibilities.

Quality Improvement (5%)

Ensures compliance with all regulatory agencies (REMS, CDPHE, CMS, OSHA, etc.)

Assists in the development of a Quality Improvement (QI) plan for the practice.

Completes all QI audits and ensures that audits are turned in on time.

Safety Operations (5%)

Ensures the safe operations of the practice, including equipment operation and maintenance.

Assists Clinic Director in ensuring preventative maintenance is scheduled and performed for all equipment.

Ensures that all policy / procedures, REMS, OSHA, HIPAA, and other appropriate regulatory agency programs are strictly adhered to in the practice by all nonclinical staff.

Direct Patient Interactions (5%)

Participates in expediting patient care as necessary.

Covering for staff who are out of the office as needed, directly caring for patients.

Promptly addresses patient complaints and other patient-related issues. Responsible for on-site and immediate service recovery.

Work Location :

Onsite - this role is expected to work onsite and is located in the Department of Psychiatry in Aurora, Colorado.

Why Join Us :

Community Practice Medicine, housed within the School of Medicine at the University of Colorado, is seeking trained medical professionals to join our growing team. With clinics spanning from Longmont to Castle Rock, we offer a wide variety of opportunities. Specialty areas include but are not limited to : Orthopedics, Vascular Surgery, OBGYN, Internal Medicine, Urology, Psychiatry, and many more!

The University of Colorado Anschutz Medical Campus is a public education, clinical, and research facility serving 4,500 students and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers, and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation, and sick leave! The University of Colorado offers an excellent benefits package, including :

Medical : Multiple plan options

Dental : Multiple plan options

Additional Insurance : Disability, Life, Vision

Retirement 401(a) Plan : Employer contributes 10% of your gross pay

Paid Time Off : Accruals over the year

Vacation Days : 22 / year (maximum accrual 352 hours)

Sick Days : 15 / year (unlimited maximum accrual)

Holiday Days : 10 / year

Tuition Benefit : Employees have access to this benefit on all CU campuses

ECO Pass : Reduced-rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage .

Qualifications :

Minimum Qualifications :

Bachelor's degree in a related field.

2+ years of medical office experience.

1+ years of lead or charge experience in a complex environment.

Substitution : A combination of education and related technical / military / paraprofessional experience may be substituted for a bachelor's degree on a year-for-year basis.

Preferred Qualifications :

3+ years of clinic experience in area of specialty.

Ambulatory quality improvement (QI) experience.

Experience in the use of registry data and quality systems.

Bilingual, Spanish-speaking.

Epic Cadence schedule building experience.

Conditions of Employment :

Current Basic Life Support (BLS) for Healthcare Providers issued by the American Heart Association or the American Red Cross healthcare provider level CPR certification.

Must be able to work in person.

Knowledge, Skills, and Abilities :

Ability to communicate effectively, both in writing and orally.

Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

Outstanding customer service skills.

How to Apply :

For full consideration, please submit the following document(s) :

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to : Joel Green, Joel.green@cuanschutz.edu

Screening of Applications Begins :

Immediately and continues until the position is filled. Best consideration will be given to those who apply within one month of the posting date.

Anticipated Pay Range :

The starting salary range ( or hiring range ) for this position has been established as

$66,537 to $84,635.

The above salary range ( or hiring range ) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans, and retirement contributions that add to your bottom line.

Total Compensation Calculator : http : / / www.cu.edu / node / 153125

Equal Employment Opportunity Statement :

The University of Colorado (CU) is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing non-discrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply , including protected veterans and individuals with disabilities.

ADA Statement :

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu .

Background Check Statement :

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement :

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine-preventable diseases . If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety-sensitive job duties, you must enroll in the occupational health medical surveillance program .

Application Materials Required : Cover Letter, Resume / CV, List of References

Job Category

: Health Care

Primary Location

: Aurora

Department : U0001 Anschutz Med Campus or Denver - 22003 - SOM-DEAN DO CPD - PSYCHIATRY

Schedule

: Full-time

Posting Date

: Oct 16, 2025

Unposting Date

: Ongoing

Posting Contact Name : Joel Green

Posting Contact Email : Joel.green@cuanschutz.edu

Position Number : 00840081