Clinic Office Supervisor

Summary

The Clinic Office Supervisor, under the supervision of the clinic physician(s), Office Manager and/or Regional Clinic Manager, promotes the values and mission statement of Forefront Dermatology and provides daily on-site leadership and effective management of clinic operations and ensures high levels of patient customer service, operational efficiency, physician, mid-level provider, and employee satisfaction. An Office Supervisor may oversee multiple clinics via a combination of on-site and remote management, requiring travel. 

Here are just a few things we offer:

• Access to health, dental, and vision insurance
• Health Savings Account $500 matching contribution
• Eligible for PTO and Holiday pay
• Company paid life insurance and long term disability (full-time only)
• Access to voluntary short term disability insurance (full-time only)
• Access to additional life insurance
• Eligible for Accident and Critical Illness Insurance, Hospital Indemnity and Cancer Guardian
• 401K with employer contribution
• Profit sharing
• Employee discounts
• And much more!

Essential Functions

Leadership Duties

• Maximizes clinic and team efficiency, productivity, and teamwork of registered nurses, licensed practical nurses, medical assistants, histotechnicians, laboratory staff, and pathologist assistants by providing daily communication, supervision, and direction in alignment with company philosophy, goals, and objectives
• Acts as a resource for troubleshooting process, equipment, and electronic health record issues as they arise
• Addresses and resolves departmental issues, develops process improvement and workflow efficiency initiatives, and follows through on implementation of approved changes
• Communicates regularly with the Regional Clinic Manager/Office Manager

Clinic Operations and Cost Management

• Works with the clinic leadership team to monitor direct clinic costs
• Maintains clinic supply inventory, including medical, office, and cosmeceutical products
• Manages clinic labor costs
• Monitors overtime and extra time expenses
• Oversees physician work schedules and supports net neutral vacation planning

Scheduling and Time Off Management

• Creates and/or reviews clinical and reception staff schedules and manages changes to optimize clinic flow
• Ensures preliminary schedules are created at least three months in advance
• Ensures final schedules are posted two full pay periods in advance
• Approves PTO requests while maintaining adequate staffing levels

Payroll Processing

• Reviews timesheets for accuracy and adherence to scheduled hours and organizational standards
• Approves hours for biweekly payroll processing
• Reviews payroll reports to monitor overtime and extra time

Recruitment and Onboarding

• Assists with recruitment, selection, and hiring of clinical and reception staff
• Supports onboarding and training of new employees to ensure compliance with policies and procedures

Office Supervisor Responsibilities

• Assists with staff performance issues and annual evaluations per company policy
• Ensures timely response to phone messages, faxes, and interdepartmental communications
• Oversees prior authorizations and maintains tracking systems from start to completion
• Provides training and supervision for new and existing staff, including compliance training (OSHA, HIPAA, Laser Safety)

CLIA Compliance

• Prepares for and participates in CLIA surveys
• Maintains oversight of quality control and quality assurance records under direction of leadership
• Coordinates proficiency testing and ensures timely completion
• Coordinates troubleshooting with appropriate entities (technical supervisors, manufacturers, consulting companies)
• Provides staff re-education or disciplinary action as needed

General Administrative Duties

• Completes daily, weekly, monthly, and quarterly checklists by required deadlines
• Supports supervisory needs across clinics and departments as needed
• Works hands-on with providers and staff to maintain clinical skills and understand workflow, patient quality, and satisfaction
• Receives call-ins from direct reports and arranges shift coverage in coordination with leadership

Additional Responsibilities

• Provides procedure estimates upon patient request
• Coordinates job shadowing and observation requests
• Triages patient concerns and escalates appropriately
• Supports clinic promotion and event coordination
• Serves as a role model and subject matter expert on policies, procedures, software, and equipment
• Ensures timely collection of patient accounts receivable by front desk staff

Education

• Successful completion of a medical support field program or a business degree, or
• 2 years of work experience in dermatology, five years of related healthcare experience, or demonstrated strong team leadership experience with Forefront Dermatology or a comparable healthcare setting (preferred)
• Must maintain current state certifications, licenses, and/or registrations as required for continued employment

Knowledge, Skills, and Abilities

• Demonstrated leadership experience with the ability to model professional behavior, manage multiple tasks, maintain a positive attitude, and adapt to organizational change
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Strong leadership, organizational, computer, and communication skills
• Ability to work effectively and collaboratively with staff, leadership, clients, and the public
• Ability to multitask, prioritize appropriately, and work both independently and as part of a team
• Ability to use time effectively and contribute to operational efficiency and effectiveness
• Ability to maintain confidentiality of sensitive information
• Must possess a valid U.S. driver’s license (probationary not acceptable) and maintain an acceptable driving record

Physical Demands

• Ability to communicate effectively in a multi-office environment
• Ability to operate job-related office equipment including telephone, computer, calculator, fax, and copier
• Ability to communicate via telephone
• Ability to sit for extended periods of time
• Ability to travel as needed
• Previous experience in dermatology or Mohs surgery preferred
• Demonstrated leadership experience with the ability to model professional behavior and manage multiple priorities
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Ability to work effectively with staff, leadership, clients, and the public
• Ability to multitask, prioritize appropriately, and work independently and within a team
• Ability to use time effectively and support operational efficiency
• Ability to maintain confidentiality of information

HIPAA Categories for Access (Employees and Volunteers)

• Full Access: Routine access to patient information as needed to perform job duties, including potential disclosure with appropriate authorization or consent
• Modified Access: Access limited to patients directly involved in care, with restricted access to certain information
• Minimal Access: Access granted only on a case-by-case basis as assigned by a supervisor