Medical Office Supervisor

Join Our Team as a Medical Office Supervisor in Randolph, NJ

About Us: Vanguard Medical Group is a progressive and independent primary care group with 11 offices across Northern and Central New Jersey. Our mission is to deliver evidence-based healthcare that not only improves the health and safety of our patients but also enhances the well-being of our dedicated team members. We're committed to creating a work environment that fosters work-life balance, engagement, and joy at work.

Position Overview: The Office Supervisor is responsible for ensuring the smooth operation of the office, including maintaining staff levels, overseeing patient flow, managing office maintenance, supplies, equipment, and vendor services. This position includes direct supervision of Clinical Medical Assistants and Administrative Medical Receptionists, ensuring efficient workflow, staff development, and high-quality patient care.

Job Responsibilities:

• Oversee and manage Medical Assistants and Medical Receptionists to ensure efficient daily operations.
• Ensure staff is cross-trained in phone answering, patient reception, and medical record scanning.
• Maintain staff scheduling to ensure appropriate coverage during operating hours.
• Provide ongoing training, mentoring, and professional development for clinical and administrative staff.
• Evaluate and document the performance of clerical and clinical staff, providing regular feedback and performance improvement plans as necessary.
• Foster a positive work environment that encourages teamwork, accountability, and excellence in patient care.
• Address performance concerns and provide coaching or disciplinary action as needed.
• Lead and develop monthly staff meetings and agendas to address current business needs and operational improvements.
• Coordinate front office workflow to maximize efficiency, quality, and productivity.
• Assist with biweekly processing of employee payroll.
• Ensure privacy, confidentiality, and safety of patients and staff in all office operations.
• Work with the billing department to provide staff with up-to-date information on insurance, collections, policies, and procedures.
• Monitor and order all necessary office supplies and equipment.
• Investigate, document, and resolve patient and staff complaints promptly.
• Regularly audit work produced by staff to ensure best practices are followed.
• Collaborate with Vanguard personnel to share knowledge of best practices across the organization and act as a resource for peers.
• Act as a liaison between clerical, clinical, and administrative staff, updating clerical staff on policy and procedural changes as needed.
• Ensure effective communication between front office and clinical teams to maintain seamless patient care.
• Maintain competence in computer and software systems, including practice management and EHR systems.
• Perform other duties as assigned by Vanguard Medical Group.

• Support medical practice operations as directed by the Primary Care Operations Manager.

Qualifications:

• High school diploma or equivalent required.
• Minimum of 4 years of experience in a medical office setting, with supervisory experience preferred.
• Experience overseeing clinical and administrative staff strongly preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge of medical terminology and experience with electronic medical records (EMR) systems preferred.
• Strong communication, organizational, and leadership skills.
• Ability to multitask, prioritize tasks, and work effectively under pressure.
• Commitment to maintaining patient confidentiality and privacy.
• BLS certification preferred.

Life at Vanguard: Join us at the forefront of medical science, where patient health is our ultimate goal. We hire compassionate professionals who value and respect others, striving for excellence in all they do. At Vanguard, we take care of our team too, offering a unique work environment where you can maximize your capabilities and contributions. Our benefits package includes medical, dental, and vision insurance, generous paid time off, 401(k) plans with employer matching, and leadership development opportunities.

If you're a passionate and skilled Medical Office Supervisor looking to make a difference in the world of healthcare, we'd love to have you join our team at Vanguard Medical Group. Apply today to be a part of our innovative and caring community.