Office Supervisor

1 day ago

Oklahoma City, Oklahoma, United States Forefront Dermatology Full time
Job Title: Office Supervisor

Job Summary:

The Office Supervisor plays a vital role in promoting the values and mission statement of Forefront Dermatology by providing daily on-site leadership and effective management of clinic operations. This position ensures high levels of patient customer service, operational efficiency, physician, mid-level provider, and employee satisfaction.

Key Responsibilities:

  • Maximize clinic and team efficiency, productivity, and teamwork by providing daily communication, supervision, and direction in concordance with company philosophy, goals, and objectives.
  • Work with clinic leadership team to monitor direct clinic costs, maintain clinic supply inventory, and manage labor costs.
  • Staff work schedules and time off requests, ensuring preliminary schedules are created a minimum of three months in advance and final work schedules are posted two full pay periods in advance.
  • Perform payroll processing, reviewing timesheets for integrity and approving hours for biweekly payroll processing.
  • Assist with employee recruitment, selection, and hiring processes for all clinical and reception staff.
  • Assist with new employee onboarding and training to ensure adequate skill set and adherence to all department policies and procedures.
  • Oversight or performance of Office Supervisor responsibilities, including addressing medical staff performance issues and completing annual staff performance evaluations.
  • Ensure timely response to all phone messages, faxes, interdepartmental mail, and provide training and supervision to all new staff and ongoing training for existing staff.
  • Prepare for and participate in CLIA surveys, under the direction of the Lab Director and Regional Clinic Manager, and maintain oversight of quality control and quality assurance records.
  • Coordinate the scheduling and ensure that all proficiency testing occurs in a timely manner for each proficiency test system where applicable.
  • Provide staff re-education or discipline as appropriate.
  • Complete all daily, weekly, monthly, and quarterly checklists according to deadlines.
  • Manage time to serve the supervisory needs of all clinics and/or departments directly supervised and work hands-on with providers and clinic staff as agreed upon by RCM and related to staffing need.
  • Receive call-ins from all direct reports and arrange coverage of open shifts, communicating with Team Leaders and RCM as needed.
  • Responsible for providing procedure estimates at patient request, coordinating job shadow/observation requests, and triaging patient concerns with initial contact and elevating to Regional Clinic Manager as appropriate.
  • Responsible for facilitating practice promotion within the clinic and coordinating details of planned events.
  • Act as a role model and subject matter expert for policies and procedures set in place by management, as well as working with new software or equipment.
  • Ensure timely collection of patient A/R by front desk staff.

Qualifications:

  • Successful completion of a medical support field or any business degree, or two years of previous work experience in dermatology or 5 years of related work experience or demonstrated excellent team leader experience with Forefront Dermatology or commensurate experience in any related health care setting.
  • Must keep current on all state certifications, licenses, and/or registrations to continue employment.
  • Demonstrated leadership experience, proficiency with Microsoft Word, Excel, and PowerPoint, and ability to work effectively and cooperatively with staff, board, clients, and the public.
  • Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team.
  • Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness.
  • Ability to maintain confidentiality of information.
  • Must possess a valid United States driver's license (probationary not acceptable) and an acceptable driving safety record.

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