CHI Saint Joseph Medical Group now part of CommonSpirit Health formed between Catholic Health Initiatives (CHI) and Dignity Health includes 275 providers delivering quality care to patients across 88 locations in central and eastern Kentucky. Our full service network delivers a variety of Primary Care Services including Family Internal Geriatric and Pediatric Medicine in addition to several specialties to deliver custom care based on the unique needs of our patients.

Summary / Purpose

The Medical Office Supervisor provides guidance and support, under the direction of the Practice Manager, coordinates and supervises clerical and clinical employees. Supervises daily practice operations, and business functions including but not limited to scheduling, registration, billing, collection, patient and employee satisfaction, and purchasing. Escalates issues as needed to the manager.

Essential Key Job Responsibilities

Leadership

• Interviews staff and makes recommendations for hire.
• Makes staffing assignments based on coverage needs.
• Provides informal coaching and counseling.
• Assures new staff receive appropriate orientation, training and feedback.
• Assists with completion of 30, 60 and 90 day checkoff as well as annual performance review.
• Recommends corrective action.
• Act as a communication resource in conjunction with the manager.
• Communicates policy, procedure and workflow information.
• Manages communication boards, required postings and signage.
• Identifies staff for recognition through various programs and venues.
• Assist team in connecting to training, development and wellness resources.
• Serves as liaison to Spirit Team or designates a staff member to do so.
• Monitors provider schedules to assure access goals are met.
• Assure that competencies are checked off for clinical and administrative staff and that those needing additional training are connected to appropriate resources.
• Edits for timekeeping in KRONOS.

Operational Support

1. Oversees staff and leads by example to ensure patients and visitors are greeted in a prompt, courteous and helpful manner.
2. Monitors flow of patients within the office and ensures that staff and patients are aware of delays.
3. Works with the Practice Manager in developing and implementing goals and objectives.
4. Oversees office operations and ensures functions are being completed.
5. Assists in the development and supervision of staff.
6. Oversee receipt and tracking of supplies.
7. Assists with invoice coding and approval.
8. Monitor exam room and office cleanliness and escalate if needed.
9. Serves as office point of contact for IT support.

Billing Oversight

• Assists in overseeing the billing practices within the office including time of service collections and verification of benefits.
• Ensures that key functions are completed timely and accurately, and priorities are completed daily, including accurate data entry of demographic information, charge and payment posting, and end of day procedures.
• Keeps abreast of reimbursement procedures and insurance requirements and regulations and communicates necessary information to staff.
• Runs billing reports including appointment reconciliation reports and monitors visit data.
• Assist with monthly report preparations with new patient volumes, expense variances, OT explanations, and revenue.
• Ensures that collected monies are stored safely according to practice protocol.
• Oversees completion of demo Queue, PIR Queue.
• Oversees daily cash reconciliation and preparation of deposits.

Workflow

• Serves as a liaison between the Practice Manager, the providers, and the staff.
• Coordinates activities between clinical and clerical team to promote teamwork and facilitate intra-office communication and problem solving.

• Assists Practice Manager with addressing facility issues through coordination of property work orders and repairs as needed.
• Follow appropriate protocol for engaging vendors and services, seeks required approvals prior to engaging services, and provides timely coding and follow up of invoice processing.
• Monitor task lists and escalate if needed.
• Review FMH task and patient reminder calls to assure effective handling.
• Monitor scanning to assure timely and correct record maintenance.
• Run encounter tracking report weekly and share with providers.
• Coordinate initiatives related to quality, compliance and patient satisfaction.

Organizational Requirements

• Demonstrates Core Values Guest Relations/Guest Service Standards.

• Demonstrates Core Values Based on Behavioral Standards.

• Complies with safety and emergency procedures.

• Complies with Hospital/Department/Unit policies.
• Documents activities consistent with Hospital/Department/Unit Guidelines.
• Performs critical/frequent procedures or services.
• Provides care/services based on identified needs.
• Uses required equipment for providing care/services.
• Consults with system/department resources.
• Demonstrates professional responsibility as per job classification.
• Other duties as assigned by management.

Minimum Qualifications