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.