Practice Supervisor

Description

Role Overview

The Practice Supervisor plays a key role in assisting the Practice Manager with overseeing daily clinic operations, optimizing front-office workflows, and supporting staff development to ensure an exceptional patient experience. This role is instrumental in driving operational efficiency, regulatory compliance, and continuous quality improvement across the practice. Serving as a liaison between staff, providers, and leadership, the Practice Supervisor gains hands-on experience in key aspects of practice management with a clear pathway toward advancement into a Practice Manager role.

Requirements

Role Expectations

• Patient Experience: Drives a culture of patient-centered care by monitoring and enhancing service quality in all patient-facing areas. Utilizes real-time feedback tools and digital survey platforms to measure satisfaction, and implements improvement strategies based on feedback from patients, physicians, and leadership.
• Operational Oversight: Ensures daily operations align with BBS standards and procedures. Maintains and updates office workflows, policies, and protocols to support an efficient, compliant, and patient-focused environment.
• Team Leadership: Supervises and mentors front office and support staff, promoting accountability, collaboration, and continuous learning. Actively participates in recruitment, onboarding, performance evaluations, and development planning in accordance with organizational values and legal standards.
• Workforce Flexibility: Provides hands-on support across front desk and operational areas during high-volume periods to maintain seamless patient flow and service continuity.
• Office Efficiency & Resource Management: Manages inventory of office and clinical supplies, ensures timely replenishment, and monitors budget compliance. Continuously looking for opportunities to streamline processes using digital tools and automation.
• Data Integrity & EMR Compliance: Ensures accurate, timely data entry and updates within athenaOne, the EMR (Electronic Medical Record) system. Oversee the team’s adherence to documentation standards and privacy regulations.
• Visitor & Information Management: Oversees office reception procedures, ensuring courteous and efficient handling of visitor interactions and routine information requests.
• Financial Transactions: Maintains and reconciles petty cash in accordance with finance protocols. May assist with insurance verification and billing-related inquiries as needed.
• Facility Management: Coordinates facility maintenance and vendor services. Sources competitive bids for repairs, monitors contractor performance, and ensures the physical environment is safe, clean, and functional.
• Daily Readiness: Ensures the office is fully prepared for operations each day, including systems checks, supply readiness, and staffing coverage.
• Telecommunications Support: Assists with managing call volume during peak times, ensuring prompt and professional response and routing of calls.
• Patient Relations: Acts as an escalation point for patient concerns, resolving issues promptly and effectively while promoting trust and satisfaction.
• Engagement & Collaboration: Participates in staff meetings, internal committees, and cross-functional initiatives. Brings forward ideas to improve patient care, team performance, and operational excellence.
• Compliance & Safety: Actively supports and enforces BBS’s Compliance Program, including HIPAA, OSHA, and People Services policies. Conduct periodic audits and participate in corrective action planning.
• Training & Development: Leads onboarding and continuous training for staff on systems, compliance, workflows, and customer service best practices. Encourages a culture of learning and adaptability.
• Marketing & Outreach Support: Collaborates with physicians and marketing teams to strengthen referral relationships and represent the practice positively within the hospital and community.
• Special Projects & Additional Duties: Takes ownership of special initiatives and completes other duties as assigned to support the evolving needs of the practice.

Operational Excellence & Quality Improvement

• Partners with the Practice Manager to lead operational initiatives, implement workflow innovations, and integrate new clinical best practices to enhance efficiency and patient outcomes.
• Collaborates with clinical and administrative teams to streamline patient flow, optimize room utilization, and align staffing models with demand.
• Plays an active role in patient issue resolution and supports structured service recovery processes to improve overall experience and retention.
• Assists in managing budget-conscious operations by tracking resource utilization, minimizing unnecessary overtime, and monitoring non-clinical expenses such as office supplies and vendor services.
• Uses data insights and patient feedback to identify areas for continuous improvement and participates in quality improvement projects that align with organizational goals.

Leadership Development & Succession Planning

This role is strategically designed to develop emerging leaders and prepare them for future advancement into roles such as Practice Manager. The Practice Supervisor receives structured mentorship, experiential learning opportunities, and leadership coaching as part of a formal development path at BBS.

• Gains immersive experience in key areas of practice operations, including team leadership, compliance, performance coaching, staff scheduling, and change management.
• Works side-by-side with the Practice Manager on strategic planning, patient access initiatives, workforce engagement, and clinic performance monitoring.
• Receives personalized mentorship to strengthen leadership competencies including communication, emotional intelligence, decision-making, and conflict resolution.
• Leads onboarding and peer-to-peer training for new team members, reinforcing a culture of accountability, growth, and continuous learning.
• Develops a strong understanding of clinical operations, including data-driven decision-making, care team coordination, patient access optimization, and cost-effective resource management.

This role is a key part of succession planning, offering real-time exposure to decision-making and leadership practice. The individual will grow within a supportive environment that encourages initiative, curiosity, and confident transition into future leadership positions at BBS.