Patient Access & Revenue Operations Supervisor

Job Description

Job Description

Patient Access & Revenue Operations SupervisorPosition Summary

The Patient Access & Revenue Operations Supervisor is responsible for supervising the daily operations of patient access, front office functions, medical records, credentialing coordination, and revenue cycle support at Village Heart & Vein. This position ensures efficient patient scheduling, accurate registration, insurance verification, prior authorization completion, timely provider documentation, and effective collaboration with the organization's third-party billing partner to support revenue cycle performance.

The Supervisor provides day-to-day leadership for patient access and revenue support staff, promotes exceptional patient service, monitors operational performance, and works closely with providers, clinical leadership, the Chief Financial Officer, and the third-party billing company to improve workflow efficiency, reduce preventable denials, and support the financial health of the practice.

Essential Duties and ResponsibilitiesLeadership & Staff Supervision

• Supervise the daily activities of Patient Access and Revenue Operations staff.
• Provide coaching, training, and ongoing performance feedback.
• Assist with onboarding and orientation of new employees.
• Promote teamwork, accountability, and exceptional customer service.
• Conduct regular staff meetings and workflow reviews.
• Assist with employee scheduling and departmental coverage.
• Address employee performance concerns and escalate personnel matters to leadership as appropriate.

Patient Access Operations

• Supervise patient scheduling, registration, and check-in/check-out processes.
• Ensure accurate collection of patient demographic and insurance information.
• Monitor appointment scheduling accuracy and provider templates.
• Promote timely patient access while minimizing scheduling delays.
• Resolve patient concerns related to scheduling and registration.

Insurance Verification & Authorizations

• Ensure insurance eligibility is verified before services are rendered.
• Monitor completion of prior authorizations and referrals.
• Collaborate with the authorization team to resolve payer issues.
• Reduce authorization-related claim denials through proactive oversight.

Revenue Cycle Support

• Serve as the primary operational liaison with the organization's third-party billing company.
• Monitor provider documentation and charge completion to support timely claim submission.
• Review operational reports and identify opportunities to improve reimbursement and reduce preventable denials.
• Assist with resolving registration, authorization, and documentation issues affecting claims.
• Escalate significant revenue cycle concerns to the Chief Financial Officer.

Point-of-Service Collections

• Ensure staff consistently collect copayments, deductibles, and outstanding patient balances in accordance with Village Heart & Vein policies.
• Support accurate patient financial estimates when appropriate.
• Promote respectful, professional financial communication with patients.

Medical Records

• Supervise medical records workflow and release of information requests.
• Monitor provider chart completion to support timely billing.
• Ensure compliance with HIPAA and documentation standards.

Credentialing Support

• Supervise credentialing staff and monitor provider enrollment activities.
• Ensure timely completion of provider credentialing and payer enrollment.
• Maintain CAQH profiles and payer portal information.

Operational Performance

• Monitor daily operational reports and department productivity.
• Identify workflow inefficiencies and recommend process improvements.
• Support implementation of new processes, technologies, and organizational initiatives.
• Participate in quality improvement activities across the organization.

Compliance

• Ensure compliance with HIPAA, CMS guidelines, payer requirements, and Village Heart & Vein policies.
• Maintain confidentiality of patient, employee, and organizational information.
• Promote compliance with all regulatory and documentation standards.

Performance Expectations

The Patient Access & Revenue Operations Supervisor will be evaluated on the department's ability to achieve operational goals, including:

Patient Access

• Patient registration accuracy
• Scheduling accuracy
• Call response and abandonment rates
• Patient satisfaction

Financial Clearance

• Insurance verification completion
• Prior authorization completion rate
• Registration-related denial reduction

Revenue Cycle Support

• Timely provider documentation
• Charge completion timeliness
• Collaboration with the third-party billing company
• Reduction in preventable denials

Team Performance

• Employee engagement
• Staff productivity
• Training completion
• Quality assurance monitoring
• Attendance and accountability

Operational Excellence

• Process improvement initiatives
• Department efficiency
• Cross-department collaboration
• Compliance with Village Heart & Vein policies

QualificationsEducation

• Bachelor's degree in Healthcare Administration (BHA), Business Administration, Healthcare Management, or a related field required.
• Equivalent combination of education and healthcare operations experience may be considered.

Experience

• One (1) to three (3) years of healthcare experience preferred.
• Previous supervisory, team lead, or leadership experience preferred but not required.
• Experience in a physician practice, specialty clinic, or ambulatory healthcare setting preferred.
• Experience using eCW or a comparable electronic health record/practice management system preferred.

Knowledge, Skills & Abilities

• Understanding of medical office operations and patient access workflows.
• Working knowledge of insurance verification, referrals, and prior authorizations.
• Basic understanding of medical billing and revenue cycle principles.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to supervise staff, prioritize work, and foster a positive team environment.
• Ability to analyze operational reports and identify workflow improvement opportunities.
• Strong customer service and conflict resolution skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office applications and healthcare information systems.

Working Conditions

• Primarily office-based within a medical practice environment.
• Frequent interaction with patients, providers, staff, and external business partners.
• Regular use of computers, telephones, and other office equipment.
• Must maintain strict confidentiality of patient and organizational information.

Physical Requirements

• Prolonged periods of sitting, standing, and walking.
• Frequent use of hands and fingers for computer and office equipment.
• Ability to communicate effectively in person and by telephone.
• Ability to occasionally bend, stoop, reach, and lift up to 10 pounds.
• Visual acuity sufficient to review reports, patient records, and computer screens.