Administrative Skills, Auditing, Best Practices, Billing, Business Administration, Change Management, Clinical Support, Coaching, Communication Skills, Conflict Resolution, Continuous Improvement, Detail Oriented, Documentation, Electronic Medical Records, Employee Orientation, Employee Retention, Epic Systems, HIPAA (Health Insurance Portability and Accountability Act), Health Informatics, Healthcare, Healthcare Administration, High School Diploma, Hospital, Interpersonal Skills, Leadership, Maintain Compliance, Medical Office, Medical Office Administration, Microsoft Office, Multitasking, Office Management, Onboarding, Operational Improvement, Operational Support, Operations, Operations Management, Organizational Skills, Patient Care, Patient Confidentiality, Payroll Administration, People Management, Performance Management, Polymerase Chain Reaction (PCR), Problem Solving Skills, Process Improvement, Quality Management, Quality of Care, Regulatory Compliance, Regulatory Requirements, Schedule Development, Service Delivery, Sustainability, Team Building, Team Lead/Manager, Team Player, Time Management, Training/Teaching, Vendor/Supplier Management, Women's Health
Find your calling at Mercy!
Effectively supervise caregivers of assigned area(s) of responsibility.
Position Details:
Office Supervisor - Women's Health Clinic
Location: Mercy Hospital St. Louis - Piper Hill Women's Health Clinic
Employment Type: Full-Time
FLSA Status: Non-Exempt
Position Summary
The Office Supervisor is responsible for supporting the daily administrative and operational functions of the Piper Hill Women's Health Clinic. In partnership with clinic leadership, this position oversees front-office operations and administrative caregivers, ensuring efficient workflows, exceptional patient experiences, and compliance with organizational standards.
The Office Supervisor provides direct supervision and guidance to clerical staff, coordinates daily operations, supports provider and caregiver engagement, and serves as a key liaison between the clinic, leadership, and other departments. This role promotes a collaborative, patient-centered culture while ensuring operational excellence and consistent service delivery.
Essential Responsibilities
Leadership & Staff Supervision
- Partner with clinic leadership to oversee day-to-day operations of administrative and clerical caregivers.
- Monitor staffing schedules and approve timecards to ensure accurate payroll processing.
- Assist with recruitment activities, interviewing, onboarding, orientation, and retention of staff.
- Provide ongoing education, coaching, and training to administrative caregivers.
- Conduct regular rounding with caregivers and providers to encourage engagement, gather feedback, identify opportunities for improvement, and communicate workflow updates.
- Foster a positive, collaborative, team-based work environment focused on accountability and professional growth.
Clinic Operations
Lead and direct all clerical and front-office functions, including:
Telephone management
Appointment scheduling
Patient registration
Insurance verification
Billing support
Office supply management
Administrative workflow coordination
Monitor daily operations to ensure efficient patient flow and service excellence.
Serve as a Patient Care Representative (PCR) as needed to support clinic staffing and operational demands.
Support implementation and sustainability of ministry-wide and organizational initiatives.
Patient Experience & Service Excellence
- Ensure an exceptional consumer and patient experience through professional, compassionate, and timely service.
- Address patient concerns and service recovery opportunities promptly and effectively.
- Promote a culture focused on patient-centered care and service excellence.
- Monitor front-office performance to ensure adherence to Mercy standards and best practices.
Quality & Performance Management
- Perform regular audits of patient communication in-baskets to ensure timely, accurate, and professional responses that meet organizational expectations.
- Monitor clerical workflows and identify opportunities for operational improvement.
- Assist in developing and implementing process improvements that enhance efficiency and patient satisfaction.
- Ensure compliance with departmental policies, procedures, and regulatory requirements.
Provider Support
- Assist providers with administrative support needs as assigned.
- Coordinate and monitor Continuing Medical Education (CME) activities and related documentation.
- Support provider onboarding and operational integration within the clinic.
- Serve as a communication resource between providers, staff, and leadership.
Communication & Collaboration
- Promote clear, consistent communication that informs, engages, and encourages participation among managers, staff, and providers.
- Communicate effectively across departments to facilitate coordination of patient care and operational needs.
- Escalate concerns, operational issues, and opportunities for improvement to leadership in a timely manner.
- Build strong working relationships with clinical and administrative teams throughout the organization.
Additional Responsibilities
- Maintain confidentiality of patient, employee, and organizational information in accordance with HIPAA and Mercy policies.
- Participate in departmental meetings, trainings, and performance improvement initiatives.
- Perform additional duties and special projects as assigned.
Minimum Qualifications
Education
- High School Diploma or GED required.
- Associate degree in Healthcare Administration, Business Administration, or related field preferred.
Experience
- Minimum three (3) years of experience in a medical office, ambulatory clinic, or healthcare administrative setting required.
- Previous leadership, supervisory, lead, or training experience preferred.
Knowledge, Skills, and Abilities
- Strong knowledge of medical office operations, scheduling, registration, insurance verification, and billing processes.
- Demonstrated leadership and team-building skills.
- Excellent communication, interpersonal, and conflict-resolution abilities.
- Strong organizational and multitasking skills with attention to detail.
- Ability to manage priorities in a fast-paced healthcare environment.
- Proficiency with electronic medical records (Epic preferred), Microsoft Office applications, and scheduling systems.
Key Competencies
- Leadership & Accountability
- Patient-Centered Service
- Team Development & Coaching
- Operational Excellence
- Communication & Collaboration
- Problem Solving & Decision Making
- Change Management
- Continuous Improvement
Why Mercy?
At Mercy, we are committed to delivering exceptional care through compassionate service, teamwork, and innovation. The Office Supervisor plays a critical role in supporting caregivers, providers, and patients while helping to ensure the success of clinic operations and the overall patient experience.
Why Mercy?
From day one, Mercy offers outstanding benefits - including medical, dental, and vision coverage, paid time off, tuition support, and matched retirement plans for team members working 32+ hours per pay period.
Join a caring, collaborative team where your voice matters. At Mercy, you'll help shape the future of healthcare through innovation, technology, and compassion. As we grow, you'll grow with us.
keyword(s): Office Assistant, Scheduler, Front Desk, Patient Service Rep, Patient Access Rep, Manager, Office Coordinator
M
Mercy
Our Mercy health system was founded by the Sisters of Mercy in 1986. But our heritage goes back more than 185 years. It began with an Irish woman named Catherine McAuley, who wanted to help the poor women and children of Dublin. Though Catherine had a modest upbringing, she received an unexpected inheritance that allowed her to fulfill her dreams. In 1827, she opened the first House of Mercy in Dublin, intending to teach skills to poor women and educate children. Many volunteers came to help. A few years later, Catherine founded the Sisters of Mercy, the first religious order not bound to the rules of the cloister, whose Sisters were free to walk among the poor and visit them in their homes. By the time Catherine died in 1841, there were convents in Ireland and England, and in 1843, the Sisters of Mercy came to the United States. In 1871, they traveled to St. Louis and from there throughout the Midwest, beginning what would, today be known as Mercy.
Mercy, named one of the top five large U.S. health systems in 2018, 2017 and 2016 by IBM Watson Health, serves millions annually. Mercy includes more than 40 acute care and specialty (heart, children’s, orthopedic and rehab) hospitals, 800 physician practices and outpatient facilities, 44,000 co-workers and 2,100 Mercy Clinic physicians in Arkansas, Kansas, Missouri and Oklahoma. Mercy also has clinics, outpatient services and outreach ministries in Arkansas, Louisiana, Mississippi and Texas. In addition, Mercy's IT division, Mercy Technology Services, supply chain organization, ROi, and Mercy Virtual commercially serve providers and patients in more than 20 states coast to coast.