Administrative Office Manager

Employee Job Description

Health Center Office Supervisor

Primary and Secondary Locations will be provided at the time of hire. *This may vary based on the company's needs.

Monday-Friday 8:00 am - 5:00 pm; Saturdays 8:00 am - 1:00 pm

Patient Experience Manager | Patient Services & Systems Manager | HIM Director

Exempt

Summary

The Health Center Office Supervisor at a Federally Qualified Health Center is responsible for overseeing the administrative operations of the health center’s office ensuring efficient workflow, and maintaining a high standard of patient service. The role requires a blend of leadership, organizational, and interpersonal skills to manage staff, and maintain office protocols, and support the delivery of quality healthcare services to patients. They are responsible for supervising the Patient Service Representative; managing personal care experience and financial transactions. Managingpatient chart audits and maintaining clinical supply inventory documents at the various Health Centers.

Education

High School Diploma. Bachelor’s Degree in Business, Management, Health Administration and/or related field is preferred.

Experience

One to two years previous experience or related environment preferred. Good interpersonal and communication skills.

Licenses, Certification and/or Registrations

Not Applicable

Job Characteristics

1. Strong analytical and problem-solving abilities to ensure accurate and complete health record documentation tailored to FQHC requirements.
2. Utilizes appropriate communication and displays compassion in exceeding customer expectations.
3. Effective communication and interpersonal skills to interact with healthcare professionals and stakeholders at all levels within the FQHC setting.
4. Proficiency in working with the electronic health record (EHR) systems and other health information technologies.
5. Familiarity with privacy and security regulations and experience in maintaining data integrity and protection within an FQHC environment.
6. Applies the principle of teamwork and quality to job responsibilities and include customer satisfaction goals.
7. Demonstrate integrity and responsibilities related to organization operations, safety and education.
8. Excellent attention to detail, organizational skills, and ability to handle sensitive and confidential information within an FQHC context.
9. Ability to maintain production standards as set forth by the direct managing supervisor(s).

Duties & Responsibilities

1. Oversee the daily operations of the health center's office, including scheduling, registration, billing, and front desk activities.
2. Provide leadership and guidance to administrative staff, including training, performance evaluations, and fostering a positive work environment.
3. Adhering to, observing, and reporting to the direct supervisor's workflow violations and deficiencies.
4. Monitor appointment scheduling, patient registration processes, and insurance verification to ensure accuracy and timely patient care.
5. Maintain a high standard of patient service by ensuring a welcoming and professional environment.
6. Address patient inquiries, concerns, and complaints, seeking resolutions and maintaining patient satisfaction.
7. Coordinate with clinical and support staff to ensure seamless patient flow and effective department communication.
8. Meet/exceed all PSR goals, including patient satisfaction, patient receivables, patient management, safety, housekeeping, patient records management, deposit accuracy, and Front Desk availability.
9. Generate accurate, high-quality written correspondences and routine reports.
10. Responsible for distributing and communicating all incoming mail, Memos, and Charts.
11. Work effectively and efficiently with other members of the Management Team, ensuring an integrated team approach, aligned with the organization’s mission, vision, core values, and strategic plan.
12. Ensure effective, efficient utilization of the Electronic platforms (Electronic Health Records (EHR), Population Health Management (PHM), Web Scheduling and Patient Engagement systems)by PSR Personnel at all health centers.
13. Help to, support, communicate, and coordinate policy adherence, procedures, processes, and decisions that affect the Front Desk operation at all health centers. Improve operational performance across all health centers.
14. Ensure that each Patient Service Representative has an effective Development Plan on File that addresses current and future development needs.
15. Actively and visibly promote an environment of teamwork, respect, and dignity, which provides positive motivation for each employee to continuously improve their level of effort and results.
16. Manage PSR petty cash spending within budget requirements and attend conferences and weekly and monthly meetings.
17. Participates in Patient-Centered Medical Home Care Team collaboration to promote and nurture the culture and infrastructure that makes PCMH successful.
18. Performs additional duties as assigned by immediate supervisor’s approval.

Physical Requirements

PERCENTAGE OF TIME

0-24%

25-49%

50-74%

75-100%

Visual

X

Hearing

X

Sitting

X

Standing/Walking/Mobility

X

Climbing/Stooping/Kneeling/crawling

X

Lifting/Pulling/Pushing

X

Repetitive hand/wrist motion

X

Note:

Please reference policy, FIN -219: Expense and Mileage Reimbursement for details.[1]

Working Conditions

This position requires manual and finger dexterity and eye-hand coordination for easy and skillful use of hands when working with and performing normal office duties and responsibilities. The employee is required to stand, walk, sit, climb, balance, stoop, crouch, kneel, and reach with hands and arms frequently. Good listening skills are necessary to receive detailed information via oral and or written communication(s) and to make objective nondiscrimination decisions. Visual acuity is needed to assess color changes, to verify accuracy of written materials, and to accurately prepare and administer medications.

Language Skills

Ability to read, speak effectively, analyze and interpret documents.

Specialized Skills

Ability to work well under pressure and manage conflicting priorities. Self-motivated with the ability to professionally manage demanding workload. Superior management skills; ability to influence and engage direct and indirect reports and peers. Self-reliant, good problem solver, results oriented.

Computer Skills

Proficient in document creation and utilization of specific computer programs including Microsoft Office (Word, Outlook, Excel, PowerPoint and Publisher) and other tools such as Canva, Prezi, and Poster my Call, Electronic Health Records, Population Health Management Systems. Proficient in software implementations and management preferred.*