Supervisor medical office

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Exemption Status:

Exempt

Schedule Details:

Monday through Friday

Scheduled Hours:

7:45 am - 4:45 pm

Shift:

1 - Day Shift, 8 Hours (United States of America)

Hours:

40

Cost Center:

34000 - 2250 Surgery 67 Belmont

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 16,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

I. Major Responsibilities:

1. Assures the efficient daily operations of the clinic including appropriate staffing, appropriate use of supplies, workflow and productivity.
2. Provides daily assignments and makes adjustments in the use of resources which optimally meet the needs of the patients and physicians for care. Helps resolve technical and operational issues and evaluates the impacts of these solutions to ensure goals are achieved and sustainable. Oversees administrative support staff and makes the adjustment in the use of resources when necessary.
3. Monitors workflow and productivity to evaluate office performance. Take corrective action to ensure the efficient and effective workflow.
4. Directs patient care activities. Assesses patient flow as well as develops and maintains systems and processes to assure efficient flow.
5. Creates a team focused environment by coordinating administrative support staff and clinical staff to ensure quality patient care.
6. Ensures the production of correspondence, transcribed medical reports, etc.
7. Ensures that appropriate patient information is gathered at the point of registration, and updated as appropriate, and that physician’s schedules are accurately incorporated.
8. Monitors the administrative staff to ensure efficient and timely scheduling of medical procedures for both inpatient and outpatient.
9. Ensures the efficient greeting of patients and visitors. Fosters quality customer service.
10. Resolves patient complaints as required.
11. Ensures maintenance of clinic facility and equipment in a condition that provides efficiency, health, comfort, and safety of patients, visitors and staff.
12. Oversees the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of clinic. Coordinates set up and maintenance of office personal computers and associated equipment. Ensures timely service.
13. Ensures efficient processes to support billing, to include preparation, batching, and submission of encounter forms, on-site charge entry processes, the collection of co-payments from patients and daily cash deposit, etc. Ensures all encounter forms are submitted on a daily basis.
14. Maintains effective liaison with the Surgery Department Manager. As required, works collaboratively with a variety of staff and management in various departments and functions such as patient accounts, registration, Health Information Management, Information Services, Human Resources, Radiology, etc. to address issues. Works with Surgery Department Manager to identify and coordinate resolution of a variety of administrative issues.
15. Ensures the processing of office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.
16. Assists in the development, implementation and revision of clinic policies, procedures and objectives to guide and support the delivery of service. Provides guidance to departmental personnel in accordance with UMMHC administrative policies and procedures.
17. Monitors expenditures against budget and report significant variances.
18. Ensures the efficient set-up, maintenance, filing and retrieval of medical records. Set up and maintains extremely sensitive, confidential information.
19. Ensures adequate inventory of clinic and office supplies and the basic maintenance of office equipment. Re-orders and coordinates with purchasing, vendors as required. Coordinates efforts for basic facilities maintenance activities.
20. Conducts periodic employee meetings, which include feedback on medical office performance, problems and issues to foster process improvements. Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation.
21. Acts as liaison with building management to assure productive work environment including office cleaning, security, safety, and parking. Resolves patient complaints as required.
22. Directs and supervises assigned personnel including performance evaluations, scheduling, orientation, and training. Makes recommendations on employee hires, transfers, promotions, salary changes, discipline, terminations, and similar actions. Resolves grievances and other personnel problems within position responsibilities.
23. Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation, and fosters the effective integration of efforts with system-wide initiatives.
24. Encourages and supports diverse views and approaches, creating an environment of professionalism, respect, tolerance, civility and acceptance toward all employees, patients and visitors.
25. Integrates diversity into departmental objectives, such as hiring, promotions, training, vendor selections, etc.
26. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
27. Ensures compliance with regulatory agencies such as Joint Commission, DPH etc. Prepares for and participates in DPH audits/walk-through. Develops and maintains procedures necessary to meet regulatory requirements.
28. Ensures that departments complies with departmental established policies, quality assurance programs, safety, and infection control policies and procedures.
29. Ensures compliance to all health and safety regulations and requirements.
30. Ensures adequate equipment and supplies for department.
31. Assists in the development and maintains established departmental policies, procedures, and objectives.
32. Performs similar or related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications:

High school diploma required. 5 years of medical administrative office experience required. Strong oral and written communication and excellent interpersonal skills required. Strong leadership skills required. Excellent organizational and analytical/problem-solving skills required. Ability to coordinate and organize multiple functions and activities. Proficient in computer software products such as word processing, spreadsheet, MEDITECH, IDX, etc.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at . We will make every effort to respond to your request for disability assistance as soon as possible.