Clinic Supervisor - Back Office

Overview

The Clinic Supervisor will be responsible for overseeing day-to-day operations of the health centers for the efficient coordination, management of workflow, and safe provision of quality patient care. This position will also support the medical providers and oversee the implementation of existing/new services under the direction of the Director of Patient Services. The Clinic Supervisor will be responsible for the supervision of back office staff and will be required to oversee hiring, training and disciplinary actions as needed.

Under the guidance of the Clinic Director, the Clinic Supervisor oversees daily non-clinical activities in the front office. This includes supporting staff, coordinating patient services, and helping maintain a welcoming and organized clinic environment.

• 100% employer-sponsored medical, dental, and vision benefits.
• Paid time off/vacation.
• Paid holidays.
• Paid sick time.
• 403(b) vested retirement plan.
• 403(b) matching.

Training and

Experience:

• Current Medical Assistant Certification or Diploma or Current LVN license.
• A minimum of 2+ years of leadership/supervisory experience.
• Applied knowledge of ADA procedures and codes.
• Experience supporting or supervising front office staff preferred.
• Experience working with physicians and providers in the primary healthcare system, dentists, mental health providers, and with community-based organizations and clinics.
• Experience working with multiple benefits coverage programs, including private insurance and government programs.
• Bilingual English/Spanish or English/Korean preferred.

• Advance computer skills including the Microsoft Office suite.
• Clinic/health care operations management.
• HIV disease, and other health disparities and comorbidities.
• HIPAA and OSHA guidelines.
• Quality management and performance improvement.
• eClinical
  
  Works or similar electronic health record system.
• Managed care eligibility and authorization process.
• Public health outcome management methodologies.
• Medical terminology; current ICD and CPT coding.
• Healthcare billing processes and insurance plans (Medicaid, Medicare, and private/commercial plans; including dental and/or mental health preferred).

• Participate as an effective member of a large service-providing agency.
• Attend meetings, trainings, and events, both internally and externally, as part of process improvements and self-development.
• Maintain strictest confidentiality of clients.
• Communicate effectively with clients, patients, staff, peers, and superiors.
• Operate standard office equipment.
• Demonstrate excellent written and verbal communication skills.
• Perform word processing and data entry tasks.
• Meet assigned deadlines.
• Complete assigned tasks with minimal supervision.

• Responsible for supporting that health center is in compliance with established performance metrics.
• Takes a leadership role in the management of back office workflow to ensure efficiency and effectiveness.
• Acts as a role model in providing care.
• Ensures that all back-office staff performs in compliance with organizational policies related to PCMH clinical and administrative guidelines.
• Participates in all QI/QA projects, activities, and initiatives. Recommends areas of improvement.
• Collaborates with onsite leadership to provide front-line support in addressing immediate patient needs and/or complaints.
• Mitigates, manages and communicates all significant clinical findings to providers as needed.
• Responsible for hiring, counseling, evaluating and terminating Medical Assistants.
• Leads ongoing training and review of MAs from orientation to regular updates of EHR, documentation, procedures, protocols, MA skills & performance abilities using designated evaluation tools.
• Assists providers and MAs in examination/procedure rooms, as needed.
• Assesses workflow of back office MA staff and schedules accordingly, covering absences, illnesses, and breaks.
• Provides feedback and observations to Management for corrective actions, as needed.
• Assist with coaching and performance feedback for front office staff, escalating concerns to Clinic Director as needed.
• Conduct informal check-ins with team members to reinforce expectations and identify training needs.
• Review and submit timekeeping records for assigned staff using ADP, ensuring accuracy and timeliness.
• Help ensure proper clinic opening and closing procedures are followed by designated staff.
• Other duties as assigned.

• Coordinate and maintain an accurate account of all monies received and spent by clinic in conjunction with the Accounting department:
• Batch reconciliation for payments received.
• Resolve billing inquiries/discrepancies with the Billing department.
• Check requests with Accounts Payable.
• Act as Petty Cash Custodian.
• Collaborate with the Billing and Enrollment department to identify action plans and develop staff training to address billing errors…