Office Supervisor

JOB TITLE:Office Supervisor

POSITION GRADE: 82 $22.50 - $38.30 (commensurate with education and experience)

FLSA STATUS: Non Exempt

DEPARTMENT/PROGRAM: Behavioral Health/ Community Services

SUPERVISOR: Director Care Coordination

JOB SUMMARY:

Under the general direction of the Director; the Office Supervisor will oversee the front office coordination of a fast-paced outpatient clinic to optimize access to services and building efficiencies in scheduling and cross training of all admin and reception functions. Must be motivated, proficient problem solver, support strategic initiatives that are aligned with the Agency’s Mission, Vision, Values, Guiding Principles and Strategic Plan.

ESSENTIAL FUNCTIONS:

• Exercise full compliance with Agency’s Code of Conduct, all Agency Policies and Procedures and Federal and State Laws and Regulations.
• Maintains confidentiality and security for all client and staff related materials and/or records.
• Developing and Coordination of Multiple site reception/ admin functions while optimizing efficiencies and scheduling practices for reception/ Outpatient Access staff.
• Support the Agency’s Mission, Vision, and Strategic Plan.
• Supervise and communicate, guiding reception and outpatient access team to success in a fast-paced, energetic work atmosphere. Strong dedication to accurately leading administrative functions such as scheduling, staff productivity, and bill collection.
• Lead the front desk reception and scheduling process in order to monitor and improve access to services.
• Monitor KPIs for adherence to front end workflow. Develop and coordinate workflow efficiencies at the front end. In partnership with clinical supervisors, identify workflow gaps, set targets, and help develop improvement plans.
• Maintain a positive relationship with all referral sources.
• Supervise Front End Administrative staff.
• Participates in operational committees and task groups related to corporate development of initiatives and standards.
• Ensure adherence to OMH, OASAS, COA, and Sanctuary regulations and standards.
• Assist with the development of culturally appropriate services in the clinic.
• Responsible for developing, implementing, and updating office policies and procedures including but not limited to scheduling appointments, coordinating referrals, answering phones, and ordering supplies.
• Collaborate and work effectively with all support services within internal and external members.
• Responsible for Training new staff.
• Manages front end staff schedules to assure coverage
• Office supply ordering
• Schedules fire drills and oversees the process for compliance with regulations
• Performs duties of front end staff for up to 50% of the time

POSITION SPECIFICS:

Education:

Associates degree preferred with a minimum of 2-3 years of experience in medical office management position, preferably serving people with behavioral health needs. 2 years of Supervisory Experience.

Experience:

• Medical Billing experience preferred
• 2 years of experience in a medical setting preferred
• Knowledge of HIPPA and Labor laws
• Knowledge of regulations related to Medicare, Medicaid, and Commercial insurance preferred
• Knowledge of maintaining supplies and equipment for the office setting.
• Professional communication and presentation skills, including face to face, email, telephone, and video conference.

Skills:

• Passion for VOH mission, Vision, and purpose and an ability to communicate this passion to others.
• Results/action- orientation
• Able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
• Strong customer service, problem solving, conflict resolution, and analysis skills

Physical Demands:

The following lists physical demands an employee will perform on a regular basis: Standing, walking, sitting, bending, stooping, squatting, kneeling and climbing stairs.

• Ability to walk short distances
• Ability to use stairs
• Ability to leave a location quickly

Travel:

Travel between sites as coverage requires.

COMPETENCIES:

Leading Self

• Character and Courage (Integrity and Trust)-
  1. Do the right thing, because it is the right thing, even when no one is looking. Truth to Power.
• Customer Focus
  1. Build positive relationships through communication and collaborative problem solving.
• Commitment to Diversity, Inclusion, Justice and Equity
  1. Believe in the dignity and humanity of all people to reach their full potential.

Leading Others

• Process Management
  1. Develop and monitor processes and organize resources to achieve desired results.
• Develop Self and Others
  1. Continually develop self and others capabilities to attain the highest level of performance possible.
• Managerial Courage
  1. Make difficult decisions, own those decisions, and have difficult conversations, all in the best interest of the agency.