Medical Office Supervisor

5 days ago

Farmingdale, New Jersey, United States Vanguard Medical Group Full time
Job Description

Job Title: Medical Office Supervisor - Operations Manager

Job Summary:

Vanguard Medical Group is seeking a highly skilled and experienced Medical Office Supervisor - Operations Manager to join our team. As a key member of our operations team, you will be responsible for ensuring the smooth operation of our medical office, including maintaining staff levels, overseeing patient flow, managing office maintenance, supplies, equipment, and vendor services.

Key Responsibilities:

  • Staff Coordination and Training:
    • Ensure staff is cross-trained in phone answering, patient reception, and medical record scanning.
    • Maintain staff scheduling to ensure appropriate coverage during operating hours.
  • Performance Evaluation and Development:
    • Evaluate and document the performance of clerical and clinical staff, including Medical Receptionists and Medical Assistants.
    • Provide feedback and support for staff development as needed.
  • Meeting Coordination and Workflow Management:
    • Participate in developing monthly staff meetings and agendas to address current business needs.
    • Coordinate front office workflow to maximize quality and productivity.
  • Payroll Assistance:
    • Assist with weekly and semi-monthly processing of employee payroll.
  • Privacy and Safety Assurance:
    • Ensure privacy, confidentiality, and safety of patients and staff in all office operations.
  • Billing Support and Supplies Management:
    • Work with the billing department to provide staff with up-to-date information on insurance, collections, policies, and procedures.
    • Monitor and order all necessary office supplies and equipment.
  • Complaint Resolution and Quality Assurance:
    • Investigate, document, and resolve patient and staff complaints promptly.
    • Regularly audit work produced by staff to ensure best practices are followed.
  • Facility Maintenance and Vendor Coordination:
    • Audit cleanliness of office spaces weekly, including exam rooms, waiting areas, common spaces, break room, and bathrooms.
    • Interface with cleaning services and other vendors to ensure completeness, accuracy, and timeliness of services.
  • Collaboration and Liaison:
    • Collaborate with Vanguard personnel to share knowledge of best practices across the organization and act as a resource for peers.
    • Act as a liaison between clerical, clinical, and administrative staff, updating clerical staff on policy and procedural changes as needed.
  • Team Support and EHR Competence:
    • Act as a team player to ensure quality services are consistently provided.
    • Maintain competence in computer and software systems, including practice management and EHR systems.
  • Other Duties and Support:
    • Perform other duties as assigned by Vanguard Medical Group.
    • Support medical practice operations as directed by the Primary Care Operations Manager.

Qualifications:

  • High school diploma or equivalent required
  • Minimum of 2 years of experience in a medical office setting, with supervisory experience preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Knowledge of medical terminology and experience with electronic medical records (EMR) systems preferred.
  • Strong communication, organizational, and leadership skills.
  • Ability to multitask, prioritize tasks, and work effectively under pressure.
  • Commitment to maintaining patient confidentiality and privacy.
  • BLS certification preferred.

Benefits:

Vanguard Medical Group offers a comprehensive benefits package, including medical, dental, and vision insurance, generous paid time off, 401(k) plans with employer matching, and leadership development opportunities.

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