Front Office Supervisor

6 days ago

San Mateo, United States California Skin Institute Management LLC Full time
JOB DESCRIPTION

Position Summary: Responsible for the daily planning, work scheduling and coordination, and operational performance of a single CSI office.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PERSONNEL ADMINISTRATION
  • Ensures front office is adequately staffed to meet the needs of the providers and the organization as a whole. Request for additional staff members communicated with the Regional Practice Manager.
  • Assists Regional Manager with recruiting, hiring, orientating, training, coaching, counseling and overall monitoring of front office employee performance.
  • Assists Regional Manager with collecting supplemental personnel files in addition to ensuring all necessary documents are sent to Human Resources and Insperity for master personnel files.
  • Assists Regional Manager with annual review evaluation process of all supervised staff members.
  • Assess and revise work schedules of both Medical and Non Medical staff in addition to maintaining attendance records for all non-physician employees.
FINANCIAL ADMINISTRATION & PAYROLL
  • Ensures daily patient payments are reconciled and balance to cash receipt logs.
  • Maintains office petty cash system, assures ample funds available, adding funds when necessary, disburses funds upon submission of receipts. Maintains receipts and petty cash journal of expenses.
  • Reviews PTO calendar, monitors OT, ensure all employees take break/lunch, and monitor unauthorized absences ensuring human resources are optimized at all times.
  • Works with Patient Financial Services, Accounts Payable, and Finance Departments to ensure proper reconciliation of care slips, packing slips, invoices, & receipts.
MANAGEMENT REPORTING AND CONTROLS
  • Reviews Medical Staff schedule to ensure patients are scheduled appropriately
  • Patients are rescheduled if a provider is out of the office
  • Patients are scheduled in a condensed manner
  • Patients are scheduled according to provider's appointment duration
  • Notifies Regional Manager if schedule patient volume is low, providers' schedule is not blocked out correctly, or of anything abnormally scheduled
  • Responsible for helping to ensure appropriate provider to patient ratios, and ensures scheduling accuracy
  • Responsible for monitoring automated appointment reminder calls (Patient Prompt) and appointment requests (ZocDoc), while maintaining expected productivity of practices.
GENERAL ADMINISTRATION
  • Working knowledge of all cosmetic services and products including injectable, fillers, surgical procedures, lasers, and aesthetician services.
  • General understanding of medical dermatology.
  • Ensure maintenance and organization of medical records department, while ensuring strict adherence to HIPAA guidelines.
  • Initial point of contact for escalated patient complaints.
  • Notifies Regional Manager of any office maintenance issues. Oversee the repair and maintenance of all office equipment and facilities. Assist with decisions regarding equipment needs and the use of facilities.
  • Attends provider and department staff meetings as requested.
  • Active participation in organizational seminars and events.
  • Places orders for supplies as needed.
  • Other projects and duties as directed by the Regional Practice Manager/Senior Management.

Competencies: To perform the job successfully, an individual should demonstrate the following.

Managing People - Develops subordinates' skills and encourages growth. Includes subordinates in planning. Makes self available to subordinates. Provides direction and gains compliance. Provides regular performance feedback. Takes responsibility for subordinates' activities.

Problem Solving- Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.

Communications -Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.

Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.

Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Puts success of team above own interests.

Adaptability - Accepts criticism and feedback. Adapts to changes in work environment. Changes approach or method to best fit the situation. Manages competing demands.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Language Ability:
Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.

Mathematical Ability:
Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Apply concepts of basic algebra and geometry.

Reasoning Ability:
Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.

Computer Skills:
Microsoft Office Suite; Advanced Excel; Prefer familiarity with Nextech system

Certificates and Licenses:
None

Supervisory Responsibilities:
Directly supervises two or more employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Typical busy office environment with moderate noise level.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Frequent sitting and standing from a sitting position. Use of keyboard and/or computer mouse up to 8-hours per day. Ability to lift 20lbs. Vision abilities include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

As our mission is safe patient care, we require all our employees to be vaccinated as such vaccinations are available, and subject to the narrow exceptions provided by applicable law.

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