Office Supervisor

Office Supervisor

Under the direction of the Practice Administrator, the Office Supervisor provides assistance, services and care to patients by scheduling, greeting, resolving problems and handling accounts and insurance information for patients by phone or in person. This position provides clerical support to the Care Center and administrative support to physicians. This position may travel between locations and requires a positive approach, ability to multi-task, flexibility and a keen understanding of policies and procedures.

Essential Responsibilities:

• Liaison between physician and patient.
• Administrator to physician
• May update and maintain department protocols.
• Answers and directs telephone calls appropriately and obtain detailed information when making patient office appointments in the EMR system.
• Greets patients in a pleasant, polite and professional manner in person and over the telephone, triages and acts as an information resource for patients, staff and physicians.
• Processes tasks and or messages in gMed.
• Searches patient information via gMed and verifies demographic information for accuracy and HIPAA compliance.
• Resolves problems either independently or by knowing when appropriate to seek out another resource.
• Clerical responsibilities include obtaining accurate insurance, referrals and patient ID, mailing paperwork, faxing, scanning and copying.
• Collects co-pays/payments on patient accounts, balances daily batches, and possibly may summarize batches and may prepare deposits and postings.
• May schedule hospital procedures and obtain pre-authorizations, when necessary.
• Attends staff meetings.
• Participates in training/testing where applicable.
• May log into Navinet and ancillary portals to obtain medical information and or reports on patients.
• May prepare patient charts for upcoming visits.
• May function as administrator to physician(s).
• Abides by the policies, procedures, guidelines, rules, testing, security administration and confidentiality of the Patients and Practice under the guidelines of OSHA and HIPAA Laws safeguards.
• Performs specialized tasks, projects as requested by Physicians and or Care Center Management, accurately in a timely fashion.
• Works collaboratively with all office employees and physicians to ensure task completion within specified timeframes.
• Displays consistent positive and polite approach towards patients, customers, vendors, management and co-workers.
• Works varying or longer schedules, if Practice needs require.
• Maintains clean, orderly and organized workstation.
• Reliable and flexible, keeping absences and tardiness to a minimum, acceptable standard.
• Works out of other local offices, as directed.
• Performs other duties as required

Essential Skills:

• Uses g gastro user at an advanced level.
• Overall knowledge of medical office procedures, posting charges and/or billing procedures and insurance.
• Comfortable multi-tasking with a sharp attention to detail
• Can perform duties accurately in a timely and efficient manner.
• Can demonstrate exemplary customer service skills.
• Excellent interpersonal skills, with a strong ability to remain cordial throughout the work day as well as to maintain patience under occasional stressful situations.
• Excellent verbal and written communication skills.
• Computer skills: data entry, knowledge of EMR, or ability to be trained.
• Must be able to drive or have transportation to work out of other local offices.
• Demonstrates strong time management skills and organizational skills.
• Must be able to exercise discretion, diplomacy and tact in patient and staff interaction.
• Must consistently display patience, courteousness and respect.
• Knowledge of HIPAA and OSHA Laws and safeguards, or the ability to be trained in HIPAA and OSHA, and be able to follow these guidelines at all times

Education and Experience Required: High School graduate or GED. Prior Medical office experience preferred, but will train qualified candidate.

Supervisory Responsibility: working supervisor

Work Environment: This job operates in a professional medical office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Dress attire required: Determined by Care Center.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Days/Hours: Schedule determined by the needs of the Care Center.

Physical Demands: While performing the duties of this job, the employee is regularly required to see with visual acuity, talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office and medical products and supplies, up to 20 pounds.

This position may require providing light physical assistance to a patient while escorting him or her around the office.

Travel: Local travel may be expected for this position.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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