Clinical Office Supervisor

1 day ago

Charlottesville, Virginia, United States University of Virginia Health System Full time
Clinical Office Supervisor Job Description

The Clinical Office Supervisor will play a vital role in the supervision of clinical staff and assist the Practice Manager as assigned. This position will independently manage the operations of a clinic at certain times.

Key Responsibilities:
  • Staff Supervision: General supervision of clinical staff, including hiring, performance management, timesheet approval, employee requests, and complaints. Responsible for evaluating and resolving employee issues and other work-related issues.
  • Staff Education and Competency: Coordinate staff education, competency assessment, orientation, training, and cross-training of clinical staff. Work closely with the Charge Nurse and Clinical Manager to address any deficiencies in staff competencies and ensure proper clinical standards are achieved.
  • Staff Performance and Engagement: Assess staff performance and promote engagement. Responsible for evaluating staff engagement through assessment and action plan implementation to promote highly engaged teams.
  • Scheduling and Leave Management: Create monthly work schedules for employees and manage employee leave requests.
  • Personnel Record Maintenance: Maintain personnel records.
  • Staff Meetings: Schedule and conduct regular staff meetings to keep staff apprised of relevant information.
  • Charge Capture and Revenue Opportunities: Responsible for oversight of clinical staff charge capture activities to ensure revenue opportunities are maximized.
  • Billing and Coding: Provides information to billing and coding requests related to clinical issues.
  • Budgeting and Financial Management: Assist in preparation of yearly budget.
  • Supply Management and Inventory Control: Responsible for supply ordering, setting and maintenance par levels, inventory control, and cost containment.
  • Vendor Invoicing and Accounts Payable: Process vendor invoices for Accounts Payable process and process check requests as needed.
  • Appointment Scheduling and Maintenance: Assist as needed with maintenance of appointment schedule templates, updates, and revisions based on physician preference.
  • On-Site Laboratory Testing: Oversight of on-site laboratory testing. Assures all policies and procedures are in place, QC log books are maintained and current, and initial and annual competency is documented for all staff performing testing.
  • Vaccine Management: Oversight of vaccine ordering, ensure correct administration processes by staff, track stock to ensure appropriate type of vaccine is administered based on insurance carrier, adherence to VVFC stock and administration guidelines.
  • Provider and Patient Support: Works with PCS staff to ensure that providers and patient's needs are being met in daily performance of clinical duties.
  • Clinical Coverage: Provide clinical coverage as needed to providers.
  • Practice Operations and Lean Principles: Support practice operations with a focus on lean principles and implementation of best practices.
  • Equipment Maintenance and Training: Assist with maintenance and training of office, laboratory, and medical equipment.
  • Patient Requests and Complaints: Respond to patient requests and complaints. Document in EMR and other required processes.
  • Policies and Procedures: Assist with creation and maintenance of policies and procedures.
  • Corporate Goals and Objectives: Responsible for establishing and participating in CPG and Corporate goals.
  • Record Retention: Maintain applicable records according to retention guidelines (UVA/UPG, HIPAA, CLIA/COLA, etc.).
  • EPIC Superuser: Act as an EPIC Superuser, attends webinars, provides implementation of system updates.
  • Liaison and Meetings: Liaison between practice and institutional resources. Attend meetings as required.
  • Office Operations: Cover office operations when needed.

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