Supervisor Medical Front Office

Job Description

Job Description

Job Description: Medical Front Office Supervisor.Reports To: Medical Clinical Manager

Status: Full-Time Regular, Exempt

Position Summary: The Medical Front Office Supervisor is responsible for the smooth operation of the Medical Department Front Office. Establishes and maintains a collaborative working relationship with providers and back office staff to ensure smooth patient flow and the provision of high quality services. The IHC is a Patient Centered Health Home and all employees are an integral part of this model of care delivery.

Duties & Responsibilities: Under direct supervision of the Medical Clinical Manager, will perform the following duties but not limited to:

• Provides general administrative support to the Clinic Manager and the site Medical Director. The incumbent provides support for the medical department as a whole
• Ensures that all work meets quality standards and is completed in a timely manner
• Assists clients in enrolling in health insurance plans, Covered California and completing required paperwork
• Supervises medical receptionists and other staff as assigned
• Works closely with the Site Clinic Manager, Back Office Supervisor, and Triage Nurse to ensure proper management of the assigned site
• Oversees the cash collection process and communicate closely with the Billing department
• Assists with the training of new Front Office staff as well as staff from other clinic areas when requested
• Assures smooth patient flow and makes suggestions on how to improve the patient flow
• Oversees all office processed to ensure an efficient well-organized delivery of medical services; coordinates medical office logistics
• Serves as back up for the different Front Office positions
• Develops and maintains front office policy and procedure manual
• Takes minutes of meetings as requested
• Alerts and reminds staff of meetings, trainings, etc.
• Assists in research for special projects (QI, etc) for the medical department as directed
• Assists in ordering and maintaining office supplies for the assigned site
• Tracks newly enrolled members and screens patients for different health programs & coverage
• Enforces and trains staff on updated fee schedules
• Assists with the update of patient registration forms as directed
• Updates the clinic regarding new programs in general
• Assist with the tracking of various measures in i2i and eCW
• Ensures that medical electronic and paper forms are completed correctly and forwarded to the finance department in a timely manner
• Types correspondence, memos, and reports as directed
• Collects monthly financial statistics from eCW for reports
• Creates and modifies schedules in the electronic appointment system
• Maintains the strictest client confidentiality per HIPAA standards, except when mandated reporting is required
• Involved in outreach activities for the medical department
• Responsible for resolving patient and customer complaints in a timely manner
• Acts a role model for great customer service and assists staff in management of problem patients and situations requiring conflict resolution
• Participate as a proactive representative of the Patient Centered Health Home
• Perform duties utilizing the Team-Based Approach
• Performs other duties as assigned

Required Qualifications, Knowledge and Abilities:

• Associate degree in health related field. Bachelor degree preferred in health related field
• Minimum of two (2) years of supervisory experience, preferred in a medical office or health center facility
• Spanish speaking is preferred
• Knowledge of medical office procedures, ICD 10 and CPT 4 codes, and medical billing procedures
• Excellent customer service and supervisory skills required
• Knowledge of MediCal and other government health programs
• Enthusiastic, flexible, cheerful, initiative, innovative, team-orientated, and reliable
• Knowledge of and ability to relate to the American Indian community and other minority populations
• Possession of a valid California Driver License, automobile insurance, and a clean driving record
• Ability to maintain strict confidentiality
• Ability to function independently and as a team member within diverse environments as well as with a diverse staff composition
• Demonstrated ability to perform multiple administrative functions simultaneously in an accurate, organized, and efficient manner. Ability to multitask and thrive in a fast-paced, constantly changing environment
• Ability to carry out all responsibilities in an honest, ethical and professional manner and demonstrate good judgment
• Interest in and commitment to the mission of the Indian Health Center
• Knowledge of office systems. Computer literacy and knowledge of Windows environment and software (e.g., Microsoft Office Suite including Word and Excel). Ability to learn new computer programs within a short period of time

Physical Requirements :

• Will be working in a fast paced non-profit community health clinic environment and must be able to:
  • sit, stand and walk for extensive periods of time;
  • lift up to 35 pounds; and
  • stoop, squat, or bend frequently
• Possess the manual and finger dexterity as well as the eye-hand coordination sufficient to accomplish the duties associated with your job description
• Ability to visually observe as well as hear and communicate with patients and professional staff
• Ability to do extensive work on the computer and the telephone in communicating with staff, patients, and vendors

Working Conditions:

• Potential exposure to airborne and blood borne infectious diseases and pathogens
• Normal working hours will be from 8:00 am to 5:00 pm although hours may vary depending upon business need
• Must be able to work independently and meet deadlines while also being an effective leader and collaborating with the agency-wide management team

Preference is given to qualified American Indians in accordance with the American Indian Alaskan Native Preference Act (Title 25, U.S. Code Sections 472, 473 and 473a). Other than the above, the Indian Health Center of Santa Clara Valley is an equal opportunity employer including minorities, women, disabled and veterans.