Office Supervisor

Overview

Summary

The Office Supervisor, under the supervision of the clinic physician(s), OfficeManager and / or Regional Clinic Manager, promotes the values and mission statementof Forefront Dermatology and provides daily on-site leadership and effectivemanagement of clinic operations and ensures high levels of patient customerservice, operational efficiency, physician, mid-level provider, and employeesatisfaction.

An Office Supervisor may oversee multiple clinicsvia a combination of on-site and remote management, requiring travel.

The Office Supervisor may serve as the clinic Site Compliance Supervisor for the clinicEducation :

Associates Degree with emphasis in Networking, Bachelor’s degree in IT or Computer Science, or relevant work experience is preferred.

Experience with Cisco routers and switches is preferred.

Experience with Microsoft Server 2008 / 2012 / 2016 and Microsoft active directory is preferred.

Experience in a medical environment is a plus.

Responsibilities

EssentialFunctions

Leadership Duties

1. Maximizesclinic and team efficiency, productivity and teamwork of registered nurses,licensed practical nurses, medical assistants, histotechnicians, laboratorystaff, and pathologist assistants by providing daily communication, supervisionand direction in concordance with company philosophy, goals and objectives.

a. Actsas a resource for trouble shooting process or equipment and electronic healthrecord issues as they arise.

b. Addressesand resolves departmental issues, brainstorms process improvement and work flowefficiency initiatives, and follows through on action plans for implementationof approved changes.

c. Communicatesregularly with Regional Clinic Manager / Office Manager.

2. Workswith clinic leadership team to monitor direct clinic costs.

a. Maintainsclinic supply inventory including medical, office and cosmeceutical products

b. Managesclinic labor costs

i. Monitors overtime andextra time costs

ii. Monitors critical payand or alternate clinic coverage costs

iii. Physician work daysand to encourage net neutral vacation requests

3. Staffwork schedules and time off requests

a. Createsand / or reviews all clinical and reception staff work schedules and manageschanges requested by staff or required to optimize clinic flow.

b. Ensurespreliminary schedules are created a minimum of three months in advance.

c. Ensuresfinal work schedules are posted two full pay periods in advance.

d. ApprovesPTO requests, maintaining adequate staffing levels on a daily basis.

4. Payrollprocessing

a. Reviewstimesheets ensuring integrity of staff punches for adherence to scheduled hoursand organization levels and approves hours for biweekly payroll processing

b. Reviewspayroll system reports to monitor staff overtime and extra time

5. Assists with employee recruitment, selection, andhiring processes for all clinical and reception staff.

6. Assists with new employee onboarding and training toensure adequate skill set and adherence to all department policies andprocedures.

7. Oversight or performance of Office Supervisorresponsibilities

a. Assists with addressing medical staff performance issues and completingannual staff performance evaluations per company policies.

b. Ensurestimely response to all phone messages, faxes, interdepartmental mail

c. Responsiblefor attaining prior authorizations and maintaining a system to track from startto finish.

d. Providestraining and supervision to all new staff and ongoing training for existingstaff including but not limited to corporate compliance (i.

e. OSHA, HIPAA,Laser Safety) annual completion

8. CLIA(where applicable) :

i. Prepares for and participates in CLIAsurveys

ii. Under the direction of the Lab Directorand Regional Clinic Manager, Office Supervisor is responsible for maintenanceoversight of the quality control and quality assurance records.

iii. Coordinates the scheduling and ensuresthat all Proficiency testing occurs in a timely manner for each proficiencytest system where applicable.

iv. Coordinates troubleshooting actions withappropriate entities, (Technical Supervisor, manufacturers, consultingcompanies) when quality assurance, quality control, proficiency issues arise.

v. Provides staff re-education ordiscipline as appropriate.

9. Completesall daily, weekly, monthly and quarterly checklists according to deadlines.

10. Managestime to serve the supervisory needs of all clinics and / or departments directlysupervised and works hands on with providers and clinic staff as agreed upon byRCM and related to staffing need.

This will be in an effort to maintain clinicskills and gain clinical understanding of workflow, patient quality and patientsatisfaction.

11. Receives call-ins fromall direct reports and arranges coverage of open shifts communicating with TeamLeaders and RCM as needed.

12. Responsible forproviding procedure estimates at patient request.

13. Coordinates jobshadow / observation requests.

14. Responsible fortriaging patient concerns with initial contact and elevating to Regional ClinicManager as appropriate.

15. Responsible forfacilitating practice promotion within the clinic and coordinating details ofplanned events.

16. Acts as a role modeland subject matter expert for policies and procedures set in place bymanagement, as well as working with new software or equipment.

17. Ensures timely collectionof patient A / R by front desk staff.

18. Performs other related duties as assigned.

Qualifications

Education

1. Successful completion of a medical support field or any business degree,OR.

2. Two years of previous work experience in dermatology or 5 years ofrelated work experience or demonstrated excellent team leader experience withForefront Dermatology or commensurate experience in any related health caresetting is preferred.

3. Must keep current on all state certifications, licenses and / orregistrations to continue employment.

Knowledge,Skills and Abilities

1. Demonstrated leadership experience. Must be able to demonstrate leadership by serving as an example to others with regard toprofessional behavior, handling multiple tasks, maintaining a positiveattitude, and in response to organizational change.

2. Proficiency with Microsoft Word, Excel andPowerpoint.

3. Must possess excellent leadership, organizational,computer, and communication skills.

4. Ability to work effectively and cooperatively withstaff, board, clients, and the public.

5. Ability to multi-task, prioritize appropriately,and work well both individually and as part of a team.

6. Ability to use time productively and contribute tohigh levels of company operational efficiency and effectiveness.

7. Ability to maintain confidentiality of information.

8. Must possess a validUnited States driver’s license (probationary not acceptable) and an acceptabledriving safety record.

PhysicalDemands

1. Ability to communicate in an active multi-officeenvironment.

2. Ability to efficiently operate all job relatedoffice equipment (telephone, computer, calculator, fax, copier).

3. Ability to communicate via telephone.

4. Ability to sit for large portions of a workday.

5. Twoyears of previous experience in dermatology / Mohs Surgery is preferred.

6. Mustbe able to travel as needed.

7. Demonstrated leadership experience. Must be able todemonstrate leadership by serving as an example to others with regard toprofessional behavior, handling multiple tasks, maintaining a positiveattitude, and in response to organizational change.

8. Proficiency with Microsoft Word, Excel andPowerpoint.

9. Ability to work effectively and cooperatively withstaff, board, clients, and the public.

10. Ability to multi-task, prioritize appropriately,and work well both individually and as part of a team.

11. Ability to use time productively and contribute tohigh levels of company operational efficiency and effectiveness.

12. Ability to maintain confidentiality of information.

HIPAA Categories for Access for Employeesand Volunteers

I FullAccess : Routine access to patient information as needed to do your assigned joband potential disclosure of patient informationwith appropriate releases and / or consents.

II ModifiedAccess : Access to

patients that you work with, but only some patientinformation.

III MinimalAccess : Access only on as case-by-case basis as assigned by a supervisor.