Office Administrator

Health First Medical Group Office Supervisor

The Health First Medical Group (HFMG) Office Supervisor oversees and ensures optimal site operation and the provision of an excellent customer experience each day, every time. The HFMG Office Supervisor directly supervises a team of office Associates in the medical office setting. The HFMG Office Supervisor assists the Practice Manager and leadership in coordinating office workflows, registration and checkout of patients and collection of payments. The HFMG Office Supervisor manages staff and is responsible for orientation, training, coaching and counseling, scheduling and estimating personnel needs.

Primary Responsibilities:

1. Verifies and maintains personnel documentation is accurate, submitted in a timely manner including performance evaluations, competency assessments, certification documentation, and training records.
2. Assigns work schedules, authorizes time off requests and oversees time keeping and managing the time and attendance system for assigned Associates.
3. Manages appropriate inventory levels of supplies, and ensures that systems, applications and equipment is properly maintained in the department.
4. Initiates the resolution of internal and external customer complaints/concerns and solicit suggestions as appropriate, while ensuring service recovery is applied in all customer complaints.
5. Conducts reconciliation of billing and charges, serving as liaison between the Central Billing Office and the practice or providers.
6. Prepares reports on labor, attendance, goals, and operation metrics.
7. Ensures communication of operational aspects and items of interest are distributed to associates, while maintaining the accuracy of department communication boards.
8. Provides coverage of front office responsibilities and duties when staffing levels dictate such as patient registration and check-out.

Leadership Responsibilities:

1. Define and communicate a clear, compelling vision for the team that effectively ties into the mission and vision of Health First, and inspirationally lead the team to achieve that vision.
2. Provide leadership, motivation, coaching, feedback and support to foster and strengthen growth and development of an effective, high performing team.
3. Lead change through effective communication, explaining the connection and value to the organization, creating stronger buy-in and urgency, while understanding impact to the team to obtain commitment.
4. Demonstrate openness to hearing diverse ideas and thoughts; create a sense of inclusivity; and encourage collaboration across teams to help break down silos to meet the teams and organizations goals.
5. Recruit, select, grow, and retain highly engaged, high performing diverse and inclusive associates.
6. Contribute to and support the strategic direction, and demonstrate financial acumen, for areas of responsibility and organization.

Work Experience:

• Education: High School Diploma or equivalent.
• Work Experience: Two (2) years experience in a medical office environment.
• Licensure: None
• Certification: None
• Skills/Knowledge/Abilities:

1. Prior demonstration of strong customer service mindset and patient advocacy.
2. Knowledge of basic supervision and management principles.
3. Intermediate skill level with Microsoft Word, Excel.

Preferred Qualifications:

• Education: Associates degree in a relevant field.
• Work Experience: Prior leadership experience in a supervisor or team lead capacity within an office environment.

Physical Requirements:

• Majority of time involves sitting or standing; occasional walking, bending, and stooping.
• Long periods of computer time or at workstation.
• Light work that may include lifting or moving objects up to 20 pounds with or without assistance.
• May be exposed to inside environments with varied temperatures, air quality, lighting and/or low to moderate noise.
• Communicating with others to exchange information.
• Visual acuity and hand-eye coordination to perform tasks.
• Workspace may vary from open to confined.
• May require travel to various facilities within and beyond county perimeter; may require use of personal vehicle.

About Health First:

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.