Back Office Supervisor

Company Conformance Statements

In the performance of their respective tasks and duties all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Position purpose

An employee with responsibility/accountability for leading and managing their assigned clinic location. Utilizes knowledge of organization policies, procedures, and systems. Uses skills in planning, organizing, delegating, and supervising. Must work effectively with physicians, practice manager, staff, patients, public and external agencies. Must have ability to take initiative and to exercise independent judgement, decision-making and problem-solving expertise.

Responsibilities/Duties/Functions/Tasks:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Leadership Skills: Leads employees to accomplish all job objective; inspires confidence and motivation; clearly defines expectations, and maintains personal effectiveness under pressure.
   1. Critical Thinking
   2. Conflict Management
   3. Negotiation and Motivation
   4. Personnel Development
2. Manage the back-office team for your assigned location, including Back Office flow (traffic controller).
3. Follow clinic flow and move staff around when needed so all providers can stay on time.
4. Be part of the team, work on the floor to assist team when needed.
5. Train and cross train core staff.
6. Adhere to all policies and procedures and train team to understand to follow all back regulations. Example: Instrument cleaning and sterilization and Covid protocols.
7. Support practice manager with Back Office employee time off and scheduling team to adjust for outages. Support manager for coverage.
8. Coach and mentor team to form a strong partnership (staff morale) between the Back Office and front office.
9. Maintain daily assignments and tasks responsibilities for the team on a weekly basis and make sure to post in tech station for clear expectations. Staff should be rotating responsibilities.
10. Ensure all prescription refills, EMA tasks and voicemails are completed by end of day.
11. Assure staff are taking breaks and punching out of payroll system routinely and with minimal exceptions.
12. Be in communication with physicians or providers and front desk on patient scheduling and any overrides or add-ons. All walk-ins and overrides require approval from practice manager and physician.
13. Assisting in managing clinic inventory.
14. Maintain CLIA portal for full compliance.
15. Partner with Practice Manager on all back-office inventory orders.

Partner with Practice Manager on Back Office staff reviews annually and within 30.60.90. this is to include all new hires and must be completed timely.

Qualifications

Education: Certified Medical Assistant preferred.

Experience: Minimum 3-5 years medical office management is required. Prior dermatology experience preferred. Some supervisory experience is preferred.

Performance Requirements:

• Knowledge of clinic and company policies and procedures
• Knowledge of medical terminology and insurance practices
• Knowledge of Nextgen or EMA computer programs and applications
• Knowledge of CPT and ICD-10 coding
• Knowledge of managed care, Medicare, and Medicaid guidelines
• Skill in effective personnel management including training staff and delegating duties
• Skill in written and verbal communication
• Ability to work effectively as a team member with physicians and other staff
• Ability to respond timely to changing demands
• Ability to plan, organize, prioritize and direct the work of others
• Ability to establish and maintain effective working relationships with patients, employees, and the public
• Prior experience interviewing candidates and determining staffing needs
• Experience managing patient issues

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, postal machines, etc.

Work Environment: Position is in a well-lighted medical office environment. Occasional evening and weekend work.

Physical Requirements: Work requires hand dexterity for office machine operation, stooping and bending to files and supplies, mobility to complete errands, or sitting for extended periods of time. Occasionally lifting files or paper weighing up to 20 pounds. Stress can be triggered by multiple staff demands and deadlines. view computer screens for long periods of time. Occasional evening or weekend work may be required.