Office Supervisor - Mangum Clinic

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Office Supervisor - Mangum Clinic

Coordinates work activities by working closely with clinic physician(s) and staff. Consults and keeps physician(s) and mid-level provider(s) informed of office activities, needs and problems. Maintains office records and reports. Meets patients and answers their concerns in person and by phone. Acts as a liaison between clinic, Physician Billing and JCMH Supervisors. Expected to work with minimal supervision.

• Responsible for the orderly and efficient functioning of the clerical area of the clinic.
• Works closely with Clinic LPN Supervisor ensuring adequate nursing coverage for providers and clinic.
• Greets each patient entering the clinic in a friendly manner.
• Responsible for keeping office area stocked with the appropriate supplies, completing purchase requisitions and Central Supply order forms.
• Sends physician/mid-level travel request information to Outreach Assistant for completion.
• Knowledge concerning patient insurances and the ability to input with accuracy. Ensures accurate insurance information utilizing Relay Health eligibility checking.
• Receives payments on patient accounts, printing receipts and putting checks and cash in locked cash bag for transport to hospital cashier. Completes cash reconciliation report.
• Sends cash drawer reconciliation report to Physician Practice Coordinator monthly.
• Responsible for posting patient charges (clinic, hospital and nursing home as appropriate) in the computer system in a timely manner.
• Responsible for all pertinent clinical data and appropriate ICD-10 and CPT codes in the computer system.
• Query physician regarding diagnosis/procedure questions.
• Verifies hours worked for the clinic and submits this into IMTS biweekly.
• Sends incomplete record count to Physician Practice Coordinator monthly.
• Records the clinic department meeting minutes and forwards to the Physician Practice Coordinator
• Attends and participates in monthly Office Supervisor meetings.
• Performs Clinic Receptionist functions in the absence of the Clinic Receptionist, including answering phones, making appointments, patient registration, collecting co-pays, and other duties as necessary.
• Properly protects and preserves patient confidentiality.
• Answers telephone, filters calls, takes messages and routes them.
• Documents staff and personal performance in SEM.
• Ongoing monitoring of staff performance and works closely with PPC and HR in areas of progressive discipline.
• Completes annual SEM reviews on clerical staff.
• Communicates with staff and physicians regarding problematic issues and their improvement.
• Responsible for ensuring compliance with MCR, Medicaid, and Rural Health Clinic standards as appropriate.

• Practices habits of punctuality
• Practices habits of good attendance
• Promotes harmony within the clinic.
• Works well with fellow workers.
• Works well with Supervisors.
• Displays courtesy and friendliness to patients, visitors, and co-workers.
• Completes annual mandatory hospital in-service programs.

• High School Diploma required. College degree preferred, but not required. Clinic experience may substitute for degree.
• Clinic experience required.
• Must be able to pass the “Clerical Ability Test” with 80% or better as given by the Human Resources Department.
• Typing speed of 30-40 wpm required.
• One to two years previous experience in the commercial health care environment that demonstrates leadership skills preferred.
• Previous work history that demonstrates steady attendance and punctuality is required.

• For physical demands of position, including vision, hearing, repetitive motion and environment, see following description. Near visual & hearing acuity required to perform essential duties of position.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising client care.

(at least 50%) (25 –) (10 – 24%) (10%)

1 Standing/Walking ................................................. X

3 Twisting ..................................................................... X

4 Lifting/Carrying ..................................................... X

5 Pushing/Pulling ...................................................... X

8 Using arm muscles frequently or for

extended periods ................................................... X

9 Using leg muscles frequently or for

extended periods ................................................... X

10 Using back muscles frequently or for

extended periods ................................................... X

11 Potential for wound care or invasive

procedures ................................................................ X

FREQUENTLY USUALLY OCCASIONALLY INFREQUENTLY N/A

(at least 50%) (25 –) (10 – 24%) (10%)

50 Pounds or…