Front Office Supervisor

We are looking for a Practice Team Lead/Front Office Supervisor for our Patrick Street Location

Physical Requirements:

The employee is regularly required to talk and hear. The employee is regularly required to sit, stand, and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. The employee must occasionally bend and stoop. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust and focus.

Qualifications:

High school graduate or equivalent. Excellent verbal and written skills are required for this job. The employee must have the ability to operate computer systems. The employee must be friendly and personable.

Basic Function:

The employee is responsible for supervising the performance of front office clerical staff and assisting the practice manager as needed.

Duties and Responsibilities (may vary per site):

• Complete orientation checklist with new hires.

• Schedule daily staffing, including Saturday rotations, when applicable.

• Receive PTO/leave requests and oversee coverage.

• Submit supply orders to Practice Manager.

• Maintain off site storage of patient charts, as assigned.

• Assist Practice Manager with:

◦ Patient complaints

◦ Problem solving

◦ Correspondence

◦ Maintaining monthly provider schedules

◦ Staff time sheets

◦ Staff evaluations

◦ Building maintenance

◦ Maintenance of office equipment

◦ Interviewing and hiring of staff

• Supports Clinical Team Lead, if needed.

• Participates in group meetings.

• Shares responsibility of keeping work area, waiting room, and patient bathroom tidy.

• Lead huddles with Clinical Team Lead.

• Prepare and make bank deposits.

• Monitor and manage patient flow constantly, including inboxes.

• Responsible for petty cash, receipts, and distribution of funds.

• Assist Practice Manager with parking vouchers, if applicable.

• Void any payment errors in Athena.

• Has accessibility to shred bins.

• Receives supplies and forward invoices to Practice Manager

• Reports daily numbers and manage daily close.

• Schedule appointments, including entering and updating of patient data in the computer system and informing patient of preparation needed for the visit.

• Assist patients at check-out and monitor check-in process as it happens, ensuring insurance information is accurate and co-pay and past due balances collected.

• Manage daily schedule in Athena. Help as needed.

• Manage residency clinic templates and schedules, in conjunction with time off requests, fellowships, night float, and master schedule needs, for residency teaching clinic (e.g. Children’s Medicine Center).

• Schedule residency program-related meetings for residency teaching clinic (e.g., Children’s Medicine Center).

• Notify all parties of schedule updates for residency clinic providers, night floats, conferences, etc for residency teaching clinic (e.g., Children’s Medicine Center).

• Prepare, maintain, and submit documentation related to residency program, as applicable, for residency teaching clinics (e.g., Children’s Medicine Center). This includes resident clinic profiles, assisting with quality improvement projects as directed, assisting with credentialing activities, education/training, meetings, etc

• Serve as liaison for residency program, CAMC, CAMC’s Institute for Academic Medicine, and WVU, as appropriate.

• Other duties as assigned