Office Supervisor - Citizens Convenient Care South (FT)

Citizens Medical Center is seeking an Office Supervisor for a fast-paced, high volume Internal Medicine and Walk-In Clinic. The Office Supervisor is responsible for overseeing the coordination and operation of the clinic, and serves as a liaison between physicians, patients, staff, and the Practice Manager. Leads clinical team, and ensures smooth operations and adherence to office policies and procedures. We are looking for a candidate who possesses: critical thinking skills, ability to problem solve, hands-on knowledge of EMR system, and a willingness to assist team with day-to-day functions.

JOB SUMMARY

The Office Supervisor works closely with clinic personnel, department managers and healthcare professionals as well as external contacts and vendors, employing effective communication and organizational skills to achieve department and organizational goals. Supports and supervises the clinics’ billing systems and collection processes, ensuring proper administration of clinic and hospital policies and procedures are taken on accounts receivable and collection accounts. The Office Supervisor also provides clerical and administrative support to the medical office staff to monitor efficiency of clinic operations and ensures the physical environment of the clinic provides a welcoming, safe, and secure environment for all patients, guests, and staff.

Job Specific:

• Uses effective leadership and organizational skills for problem solving, mentoring, directing staff, and reporting issues to Practice Managers in a timely manner. (EF)
• In conjunction with Practice Manager, facilitates interview, hiring, training, performance improvement counseling, and promotions of clinic support personnel, ensuring interim and annual evaluations are completed timely.
• Determines training programs for clinic support staff and develop competency and on-the-job and/or in-service training programs and arranging for such opportunities. (EF)
• Ensures the clinic is adequately staffed with trained support personnel, evaluating job workloads to ensure equitable distribution, and determining whether reduction or additions in personnel are necessary. (EF)
• Oversees provider credentialing with satellite clinics and hospitals. (EF)
• Assures that all equipment within assigned clinics is maintained in good repair or is replaced as needed. (EF)
• Supports and supervises the clinics’ billing systems and collection processes, ensuring proper administration of hospital and clinic policies and procedures are taken on accounts receivable and collection accounts. (EF)
• Demonstrates an ongoing working knowledge of all appropriate billing forms, CMS1500 or state specified forms. (EF)
• Demonstrates working knowledge of the electronic billing system with an understanding of edits and reports. (EF)
• Maintains working knowledge of federal, state, local and intermediary-specific billing requirements to ensure appropriate authorizations are completed in accordance with the timing standards in effect. (EF)
• Establishes processes to mitigate and communicate chronic missing or incomplete billing requirements within applicable, timely filing standards. (EF)
• Develops and implement operational and billing strategies and job aids designed to maximize efficiencies while maintaining quality standards. (EF)
• Monitors workflows to identify opportunities to streamline and enhance overall processes. (EF)
• Audits claims for charges, duplications and overlapped accounts before billing, making any necessary adjustments and documenting appropriately in a timely manner. (EF)
• Provides oversight for billing staff to ensures accurate and complete clean claim submission for both paper and electronic claims in a timely manner. (EF)
• Responsible for day-to-day relations with sales representatives and other outside vendors. (EF)
• Reviews clinics’ invoices and verify expenses, ensuring accurate preparation and timely submission to Accounts Payable for payment. (EF)
• Continuously reviews all factors affecting the cost of the operation of assigned clinics, taking necessary corrective action to keep costs commensurate with department and organizational objectives. (EF)
• Implements, monitors, and supports electronic medical records system Works with IT analyst to ensure all systems are current and in working order. (EF)

Hospital:

• Adheres to organization-wide and other applicable policies and procedures.
• Day-to-day performance complies with the hospital’s Service Excellence Behavioral Expectations.
• Performs within the prescribed limits of the hospital’s Ethics, Compliance and Confidentiality Program guidelines.
• Performs within professional Scope of Practice at all times.

Other Duties As Assigned:

• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.