JOB DESCRIPTION

JOB TITLE: Administrative Supervisor

DEPARTMENT/DIVISION: All

JOB STATUS: Full-time/ Exempt

REPORTS TO: Practice Director

POSITION SUMMARY:

The Administrative Supervisor will be responsible for the overall flow of daily office operations as well as coordinating the daily functions of the administrative staff, such as staffing coverage and daily assignments. The Administrative Supervisor will also act as a resource to the staff as well as to the Practice Manager. Monitors performance of all staff and takes appropriate action to produce desired results. Displays effective interpersonal skills and exercises judgment and discretion when dealing with patients, providers, staff, and vendors.

DUTIES AND RESPONSIBILITIES:

• Supervises the day to day tasks of the administrative staff and plans task assignments.

• Ensures there is appropriate coverage in all administrative departments

• Reviews physician schedules regularly to maximize capacity and verify correct scheduling.

• Provides guidance to assigned staff.

• Completes performance evaluations for assigned staff.

• Identifies learning opportunities, provides effective coaching and feedback, and develops corrective action plans as appropriate.

• Approves paid time off and payroll for the staff.

• Trains all administrative staff, composes tutorials for educational purposes and holds staff meetings. Ensure staff is cross trained as appropriate.

• Works with staff on last minute re-schedules to accommodate for provider emergencies.

• Resolves office issues and keeps lines of communication open with staff to ensure high employee morale and a professional atmosphere.

• Ensures approved medical record policies and procedures are followed, including those dealing with patient confidentiality.

• Coordinates with EMR vendor for support as needed.

• Monitors non-clinical office supply inventories and orders accordingly.

• Confers with external parties and Practice Manager to resolve technical problems related to facilities management, computers, and other office equipment.

• Maintains a safe and secure environment for patients and families.

• Maintains good working relationships and effective communication both within the

department and with other departments.

• Demonstrates the ability to be flexible, organized and function under stressful

situations.

• Tracks patient surveys and suggestions.

• Actively participates in performance improvement and continuous quality

improvement activities for the office.

• Complies with all organizational policies regarding ethical business practices.

• Ensures compliance with all regulatory agencies governing health care delivery.

• Collaborates with Human Resources on employee relations issues, compensation, employment policies, etc.

• Assists the Practice Manager with hiring of administrative staff employees.

• Supervises and ensures compliance with administrative departmental policies and procedures.

• Provides support to Practice Manager as needed.

• Represents the organization in a positive and professional manner.

• Other duties as assigned

EDUCATION AND EXPERIENCE:

• Minimum of a High School diploma; Associates Degree preferred.

• 3 to 5 years of relevant experience preferably in a healthcare environment, or equivalent combination of education and experience.

QUALIFICATIONS & REQUIREMENTS:

• Demonstrated supervisory skills.

• Strong analytical ability, critical thinking, and good judgment.

• Ability to effectively present information and respond to questions from physicians, staff and patients.

• Strong communication skills and the ability to relate to and influence people at all levels of the organization.

• Electronic Medical Record experience.

• Ability to be flexible, organized and function well under demanding situations.

• Ability to work independently as well as collaboratively on projects and new initiatives