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Administrative Services Supervisor

2 months ago

Libertyville, Illinois, United States Advocate Health Full time

Job Summary:

The Administrative Services Supervisor is a key member of the Advocate Health team, responsible for overseeing the daily operations of the healthcare facility. This role requires strong leadership and organizational skills, as well as the ability to work effectively in a fast-paced environment.

Key Responsibilities:

  • Supervision of Clinical Support Staff:
    • Recruit, train, and direct support staff in business operations, including performance reviews and corrective actions when necessary.
    • Develop and implement schedules for support staff to ensure adequate coverage.
    • Evaluate staff productivity and efficiency, and implement strategies to improve performance.
    • Lead team-building and problem-solving initiatives, and provide guidance and support to staff.
  • Administrative Operations and Office Management:
    • Oversee daily office functions, including space allocation, supply chain management, phone assignments, and equipment maintenance.
    • Monitor day-to-day activities, level of service, and technical performance of support staff, and implement improvements as needed.
    • Coordinate physician and therapist scheduling to optimize revenue.
    • Establish and monitor protocols for support staff on administrative office operations.
    • Collaborate with leadership to establish policies and procedures, and implement process improvements.
  • EMR Training and Support:
    • Develop and deliver training programs on the use of the electronic medical record (EMR) system to staff and external partners.
    • Provide ongoing consultation and support to staff on EMR use, and assist with problem-solving and communication.
    • Develop and refresh training materials on EMR use.
  • EMR/Billing System Administration:
    • Monitor billing batch errors and ensure timely resolution prior to month-end deadlines.
    • Assist with installation and upgrades to the practice management software.
    • Lead testing for administrative sections of the system, and track defects to resolution.
    • Supervise change efforts with support staff for new technologies integrated with the EMR.
    • Update billing-related tables as necessary.
  • Payroll and Benefits Administration:
    • Monitor payroll for all hourly and administrative employees.
    • Approve Advocate Works for 20+ employees.
    • Manage holiday schedules in collaboration with management.
  • BHS Safety Steward:
    • Ensure safety materials are displayed and staff is knowledgeable about safety protocols.
    • Participate in hospital committees and meetings to discuss and resolve safety issues.
    • Assume responsibility for resolving Environment of Care issues.
    • Act as Department Safety Liaison, attending safety and security committee meetings.
    • Monitor BHS space and electronic environment for safety.
    • Monitor BHS Safety Issues log and take action to address newly-reported problems and near-misses.
    • Train administrative staff on safety protocols.
  • BHS Human Resources Administration:
    • Maintain accurate and up-to-date HR files on staff and students.
    • Primary liaison to HR Direct.
    • Represent HR compliance at BHS audits and surveys.
  • Clinicians' License Management:
    • Assure clinicians' and psychiatrists' license management.
    • Supervise timely paneling of BHS staff with insurers.
    • Oversee malpractice insurances for BHS clinical staff.
  • BHS Records Keeping:
    • Initiate and supervise PHI files archives.
    • Ensure appropriate documentation is stored and archived as required by regulatory agencies.
    • Supervise chart keeping.
    • Serve as liaison to medical records and releases of information.

Requirements:

  • Associates Degree in business administration, healthcare administration, or related field, and 2-4 years of healthcare billing experience.
  • OR 4-6 years of healthcare billing experience and 3-5 years of supervisory experience.

Knowledge, Skills & Abilities:

  • Strong computer skills (Microsoft Excel, Word, PowerPoint).
  • Strong interpersonal and communication skills.
  • Strong analytical, organizational, and problem-solving skills.
  • Strong customer service skills.
  • Strong electronic billing skills.

Physical Requirements and Working Conditions:

  • Demonstrates commitment to patient-focused care.
  • Demonstrates positive, effective leadership in problem-solving in a fast-paced environment.
  • Ability to work flexibly and respond to urgent needs.
  • Ability to travel to other Advocate sites and external facilities.
  • Ability to work under time constraints and stressful situations.
  • May be exposed to bodily fluids, hazardous materials, and threatening diseases.