What are the responsibilities and job description for the OFFICE SUPERVISOR- WOMEN'S HEALTH position at Excela Health?
Job Summary
Overall Objectives
The Office Supervisor will be responsible for daily operation workflow on customer satisfaction in the office. This position oversees projects that are assigned to staff and follows up with management as necessary. This position works collaborative with management to lead practice based quality improvement efforts.
Essential Job Functions
- Provides daily staffing management of the physician practice.
- Responsible for the staffing schedule ensuring adequate coverage to meet patient care needs.
- Assist management to identify opportunities to flex staffing schedule to ensure appropriate coverage.
- Hold staff accountable on a daily basis for quality and efficiency of operations, identifying and providing feedback to management regarding performance issues.
- Participate as part of the office leadership team, encouraging staff involvement in improving performance, efficiency, and problem solving.
- Complete performance evaluations and corrective action / performance improvement plans for staff as appropriate and delegated by management.
- Assist management in daily safety of personnel, patients and families.
- Ensure staff incorporates national patient safety goals into the practice.
- Hold the required fire and safety drills at the location.
- Manage the daily service excellence and service recovery efforts of the practice.
- Interact with patients, responding to client service recovery issues in accordance with Excela Health Mission and Vision, referring to management when outside scope of authority.
- Act as a resource to the staff to address and resolve customer service issues.
- Assist the manager to maintain continuous compliance with all regulatory agencies.
- Monitor compliance with all standards, policies and procedures, reporting to management with any areas of non-compliance for follow up.
- Assist in maintaining and / or decreasing organizational and departmental costs.
- Assess customers’ needs and consider customer in decision making processes to ensure customer satisfaction.
- Ensure all staff greets customer in a polite and professional manner whether it is on the phone or face to face.
- Receive customers and / or answer telephone courteously, determines needs and respond appropriately.
- Oversee all projects assigned to staff.
- Process correspondence, respond appropriately, and / or direct to the appropriate individual.
- Process all legal correspondence according to policies and procedures.
- Take accurate messages capturing all pertinent information and direct to the appropriate individual.
- Work collaboratively with management to lead practice-based quality improvements efforts; monitor progress toward QI goals.
- Develop and implements standard work, in collaboration with management, to ensure consistency and quality of care delivery.
- Other duties as assigned.
Competency and Experience [Knowledge, Skills and Abilities]
Required Qualifications / Experience (please add any additional requirements)
Preferred Qualifications / Experience (please add any additional requirements)
One (1) year supervisory / management experience in an office setting.
License, Certification & Clearances (please add any additional requirements)
Position Type / Expected Hours of Work
Equal Employment Opportunity
Independence Health and its affiliated companies are Equal Opportunity Employers. It is their policy to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran status, or genetic information, or any other classification protected by law. Independence Health and its affiliated companies will comply with all applicable laws and regulations.
Disclaimer
This job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. Moreover, duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
Work Environment
Effective March 2020 or during pandemic : goggles, face shield and mask are required according to CDC guidelines
When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.
Essential – Absolute Necessity.
Marginal – Minimal Necessity.
Constantly – 5.5 to 8 hours or more or 200 reps / shift.
Frequently – 2.5 to 5.5 hours or more or 32-200 reps / shift.
Occasionally – 0.25 to 2.5 hours or 2-32 reps / shift.
Rarely – Less than 0.25 hours or less than 2 reps / shift.
Physical Condition
Essential
Marginal
Constantly
Frequently
Occasionally
Rarely
Never
Extreme Heat
Extreme Cold
Heights
Confined Spaces
Extreme Noise(>
85dB)
Mechanical Hazards
Use of Vibrating Tools
Operates Vehicle (company)
Operates Heavy Equipment
Use of Lifting / Transfer Devices
Rotates All Shifts
8 Hours Shifts
10-12 Hours Shifts
On-Call
Overtime( 8 / hrs / shift; 40 / hrs / wk)
Travel Between Sites
Direct Patient Care
Respirator Protective Equipment
Eye Protection
Head Protection (hard hat)
Hearing Protection
Hand Protection
Feet, Toe Protection
Body Protection
Latex Exposure
Solvent Exposure
Paint (direct use) Exposure
Dust (sanding) Exposure
Ethylene Oxide Exposure
Cytotoxic (Chemo) Exposure
Blood / Body Fluid Exposure
Chemicals (direct use) Exposure
Mist Exposure
Wax Stripper (direct use)
Non-Ionizing Radiation Exposure
Ionizing Radiation Exposure
Laser Exposure
Physical Demands
When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.
Essential – Absolute Necessity.
Marginal – Minimal Necessity.
Constantly – 5.5 to 8 hours or more or 200 reps / shift.
Frequently – 2.5 to 5.5 hours or more or 32-200 reps / shift.
Occasionally – 0.25 to 2.5 hours or 2-32 reps / shift.
Rarely – Less than 0.25 hours or less than 2 reps / shift.
Physical Condition
Essential
Marginal
Constantly
Frequently
Occasionally
Rarely
Never
Bending (Stooping)
Sitting
Walking
Climbing Stairs
Climbing Ladders
Standing
Kneeling
Squatting (Crouching)
Twisting / Turning
Keyboard / Computer Operation
Gross Grasp
Fine Finger Manipulation
Hand / Arm Coordination
Pushing / Pulling(lbs. of force)
Carry
Transfer / Push / Pull Patients
Seeing Near w / Acuity
Feeling (Sensation)
Color Vision
Hearing Clearly
Pulling / Pushing Objects Overhead
Reaching Above Shoulder Level
Reaching Forward
Lifting Floor to Knuckle
Lifting Seat Pan to Knuckle
Lifting Knuckle to Shoulder
Lifting Shoulder to Overhead
When lift requirement is in excess of 50#, lift assistance (2 person) and / or transfer device is required.
