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SalaryJob Summary:
The Administrative Supervisor oversees initial patient flow and operational continuity responsibilities for the support staff within The Carol Milgard Breast Center. This position reports to the Executive Director and must have a clear understanding of support staff skill set/competencies and the ability to provide input, feedback and training to their direct reports. They must lead by example and ensure the efficiency and smooth running of back office and registration workflows. The position requires strong organizational skills, discretion, judgment, problem solving ability and the ability to maintain confidential information.
Location: Carol Milgard Breast Center - Tacoma, WA
Schedule: This will be a 1.0 FTE 40 hour per week role.Monday - Friday
Pay and Benefits:
New employees to this role can expect to be offered $36.73 - $51.69 per hour based on relevant experience, skills, and abilities.
TRA additionally offers eligible employees full medical, dental and vision benefits, a robust 401K package (with an automatic employer contribution), 17 days of PTO for all eligible new employees, 9 paid holidays, as well as a consistent compensation growth path, profit sharing, continuing education reimbursement by position, and more!
Our Mission
To provide sustainable breast health services to all women in our community in a caring environment that fosters confidence, comfort, peace and dignity for each individual.
In addition to providing excellent care, the mission of the Carol Milgard Breast Center is to provide sustainable breast health services to all women in our community in a caring environment that fosters confidence, comfort, peace and dignity for each individual. As a non-profit organization, we provide financial assistance to eligible patients so everyone can access essential mammography services, regardless of their financial circumstances.
To ensure that all women have better access to potentially life-saving mammography services, we look for support from individuals and community partners to help us fund outreach efforts and screening mammograms. You can make a difference by providing the financial support to help pay for mammograms and other breast imaging services for women in less fortunate circumstances.
Our Vision
Our vision at Carol Milgard Breast Center is to instill a sense of patient confidence through superior patient-centered care and to be characterized as:
The facility of choice for community providers to obtain accurate and timely diagnosis of breast disease for patients
The facility of choice to attract and retain highly dedicated, highly specialized radiologists, technologists and staff
A gathering place for multi-disciplinary medical teams to discuss every facet of breast diagnosis and treatment
A community resource for education and outreach
A model for effective and efficient use of philanthropic resources
Learn more about us at the Carol Milgard Breast Center by touring our website - https://www.carolmilgardbreastcenter.org/
Essential Job Functions:
Serves as primary point of contact for administrative support staff. Under the Director, assists staff in fine tuning of workflows to ensure efficient processes and ensure an excellent patient experience.
Works in collaboration with other outpatient clinical and site supervisors to ensure continuity of care.
Responsible for support staff schedule/template management.
Interacts, triages and appropriately documents any concerns (customer service/service recovery) received from patients and/or physician offices relating to services provided in the clinic. Answer questions and follow-up when necessary. Ensure communication and triage of concerns directly to appropriate administrative staff.
Reviews work schedules and ensures assignment of duties for support staff to maintain patient flow and achieve clinic and organization-wide goals. Makes recommendations for staffing changes as needed.
Responsible for the approval of Paid Time Off requests for support staff ensuring adequate coverage.
Review time cards and submit to payroll for analysis prior to payday, making edits when appropriate.
Demonstrates coaching and personal development skills. Point of contact to assist in the resolution of support personnel concerns; triage to Director as needed.
Conduct regular reviews in accordance to company standards with support staff and identify/address any performance management concerns.
Provide coaching to team as needed including triage to the Director as needed.
Oversee the hiring of site clerical support staff.
Be proficient with front desk/reception duties, including the registration process, scheduling of imaging procedures, coordinator processes and medical records process and workflow.
Assist staff in fine-tuning support role workflows to ensure efficient processes and provide the Director with possible workflow enhancements.
Responsible for accurate, efficient front and back-office workflows, processes, training and procedures, in cooperation with other leadership.
In cooperation with other leadership, ensures that safety measures are implemented and monitored for the safety of clinic patients and staff and compliance with government regulatory requirements.
Maintain confidentiality of all center and patient information at all times, as required by facility policy and HIPAA guidelines.
Demonstrates knowledge and competency with information systems and other systems utilized within the clinic
Work directly with Myriadd Manager to monitor IT tickets.
Attend weekly Myriadd meeting and other IT related meetings as needed or requested.
Make recommendations for software upgrades and IS&T capital projects.
Some local travel required.
Follow the center exposure controls plan for blood borne and airborne pathogens.
All other duties as assigned.
Qualifications:
Education/Work Experience
High school Diploma or GED required.
Associate Degree or secondary training preferred.
Three to five years medical, receptionist, and/or supervisory experience required.
Imaging IT knowledge preferred
Epic experience or Epic Super User preferred
Job Knowledge/Skills
Ability to demonstrate effective customer service skills.
Ability to work effectively in teamwork environment and have respectful behavior while working as a team with co-workers.
Ability to manage multiple tasks and carry out instructions effectively.
Communicate professionally with other medical facilities, patients, and customers.
Ability to manage multiple tasks and carry out instructions effectively.
Able to address and resolve employee conflicts effectively within reporting teams and/or departments.
Clinic and nonprofit business acumen preferred.
Physical Requirements
Work is classified as moderate in physical requirements. Must be able to assist in supporting patients of varying weight. Ability to stand, walk or sit for extended periods of time. Reaching by extending hand(s) or arm(s) in any direction. Also requires manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment as necessary.
Mental Requirements
Work requires high attention to detail and the ability to handle mentally stressful situations. The ability to maintain high level of sensitivity towards confidential information is also required.
Working/Environmental Conditions
Work environment consists of normal office or administrative working conditions. There may be exposure to communicable diseases. There will be limited exposure to ionizing radiation.
