Medical Office Supervisor

Job Description

Job Description

Salary : $55,000 - 75,000

Join Our Denville Team Office Supervisor

About Us : Vanguard Medical Group is a progressive and independent primary care group with 11 offices across Northern and Central New Jersey. Our mission is to deliver evidence-based healthcare that not only improves the health and safety of our patients but also enhances the well-being of our dedicated team members. We're committed to creating a work environment that fosters work-life balance, engagement, and joy at work.

Position Overview : The Office Supervisor is responsible for ensuring the smooth operation of the office, including maintaining staff levels, overseeing patient flow, managing office maintenance, supplies, equipment, and vendor services. This position includes direct supervision of Clinical Medical Assistants and Administrative Medical Receptionists, ensuring efficient workflow, staff development, and high-quality patient care.

Job Responsibilities :

• Oversee and manage Medical Assistants and Medical Receptionists to ensure efficient daily operations.
• Ensure staff is cross-trained in phone answering, patient reception, and medical record scanning.
• Maintain staff scheduling to ensure appropriate coverage during operating hours.
• Step in to provide coverage for Medical Assistants and Medical Receptionists as needed to maintain patient flow and office operations.
• Perform both front-desk and clinical support duties within scope, including check-in / check-out, scheduling, vitals, and assisting providers.
• Provide ongoing training, mentoring, and professional development for clinical and administrative staff.
• Evaluate and document the performance of clerical and clinical staff, providing regular feedback and performance improvement plans as necessary.
• Foster a positive work environment that encourages teamwork, accountability, and excellence in patient care.
• Address performance concerns and provide coaching or disciplinary action as needed.
• Lead and develop monthly staff meetings and agendas to address current business needs and operational improvements.
• Coordinate front office workflow to maximize efficiency, quality, and productivity.
• Assist with biweekly processing of employee payroll.
• Ensure privacy, confidentiality, and safety of patients and staff in all office operations.
• Work with the billing department to provide staff with up-to-date information on insurance, collections, policies, and procedures.
• Monitor and order all necessary office supplies and equipment.
• Investigate, document, and resolve patient and staff complaints promptly.
• Regularly audit work produced by staff to ensure best practices are followed.
• Collaborate with Vanguard personnel to share knowledge of best practices across the organization and act as a resource for peers.
• Act as a liaison between clerical, clinical, and administrative staff, updating clerical staff on policy and procedural changes as needed.
• Ensure effective communication between front office and clinical teams to maintain seamless patient care.
• Maintain competence in computer and software systems, including practice management and EHR systems.
• Perform other duties as assigned by Vanguard Medical Group.
• Support medical practice operations as directed by the Primary Care Operations Manager.

Qualifications :

Core Competencies :

Compassion : Demonstrates empathy and genuine care in every interaction.

Leadership : Guides by example, fosters teamwork, and supports staff development.

Respect : Treats all patients and team members with professionalism and dignity.

Excellence : Strives for accuracy, timeliness, and continuous improvement in all tasks.

Physical Requirements :

Compensation and Benefits :

The anticipated base rate for this position ranges from $$55,000 to $75,000 annually, depending on experience. Additionally, this position may be eligible for a discretionary annual bonus and other company-sponsored benefits.

Benefits include :

Please note that individual total compensation will be determined at the Companys sole discretion and may vary based on several factors, including but not limited to : location, skill level, years and depth of relevant experience, and education.

EEOC Statement

Vanguard Medical Group is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.