Medical Office Supervisor

Plastic & Reconstructive Surgery is seeking a Medical Office Supervisor to supervise seven full-time equivalent staff members. Responsible for serving in the supervisory role as a group/team mentor and resource liaison. The ideal candidate will provide ideas and solutions to assist in streamlining procedures and processes to move the department forward. A successful candidate will be pivotal in assisting the director and administrators in accomplishing the goals, strategies, and initiatives of the department. Responsible for the coordination of a multi-faceted clinical office to ensure both a smoothly functioning office and good patient relations. Provides administrative oversight of day-to-day activities to others in the office. Works with others in a team environment. Monitors activity for quality and productivity; analyzes, develops and produces feedback and management reports; conducts quality audits; coordinates the development of and reviews and implements departmental protocols.

Specific Duties and Responsibilities

Supervisory Responsibilities

• Manages the day-to-day office operations and workflow.
• Supervises administrative support staff in the office to include hiring, terminating, and disciplinary action. Troubleshoots and resolves problems as they arise. Resolves patient problems or refers patient to appropriate personnel to be involved.
• Promotes a team environment among staff and faculty.
• Approves all vacation and sick requests and coordinates vacation schedules among direct reports, ensuring coverage remains available during vacations, holidays (as applicable) and during weather events.
• Responsible for Coordinating employee time off, vacation coverage, and monitor daily coverage of the office, compensation, overtime and approves monthly E210 for staff.
• Ensures compliance with HR issues, i.e., E210 Compliance, Weather Emergency Responsibilities, HIPPA Certifications, COG training, EPR Recertification, etc.
• Oversees staff coordination of the doctor's schedules and templates (maintaining changes with vacation, etc.).
• Works with Patient Access Services closely to optimize new patient scheduling. Assures patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
• Partners with Central Financial Clearance to improve workflows related to insurance authorization
• Ensures staff compliance with Hopkins' policies related to Service Excellence and Employee Engagement. Attends training, management and other meetings as required.
• Coordinates with other managers outside the department to coordinate cross divisional projects/services.
• Arranges, completes and leads the agenda and minutes for monthly staff meetings.
  Performs miscellaneous related duties as assigned.

Clinical Scheduling Responsibilities

• Schedules various appointments for faculty and resolves any scheduling conflicts.
• Uses automated records systems to access, enter and edit patient information.
• Demonstrates awareness of limitations of institutional resources and seeks to maximize physician scheduling within this context.
  Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).

Clinical Administrative Responsibilities

• Assists physician(s), physician assistant and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes/encounters by distributing data on documentation compliance
• Establish a workflow to disseminate clinic and procedure notes to referring physicians.
• Coordinates a multi-faceted, high volume medical practice.
• Serves as liaison for physician practice to department administration, clinical management and hospital services.
• Assists patients, patients' families, referring physicians and third-party insurance companies to resolve patient-related issues.
• Relay information to patients regarding preparation for tests, examinations, and procedures.
• Triages patient calls and issues.
• Answers patient questions where appropriate and determines if physician/nurse response is required.
• Relays information to patients regarding preparation for laboratory tests and examinations.
• Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
  If a patient must be admitted to the hospital, ensures all JHU administrative tasks are completed to direct admit the patient to the appropriate inpatient nursing floor.

Special Knowledge, Skills, and Abilities

• Excellent typing and accuracy skills; Ability to operate a fax, copier, scanner, desktop computer, laptop computer, personal digital assistant, and a telephone.
• Proficiency with personal computers. Demonstrated knowledge of Windows, MS Word, Word Perfect, graphics and presentation software. Knowledge of SAP, EPIC and ORMCIS preferred.
• Adapts to changes in office technology and software to ensure efficient office practices.
• Excellent verbal and written communications skills.
• Strong organizational skills.
  Independent worker, who is flexible, motivated and able to handle multiple tasks, self-starter.

Minimum Qualifications

• High School Diploma or graduation equivalent
• Five years progressively responsible administrative experience.
  Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor's Degree.
• Medical terminology and an understanding of changing reimbursement policies and third-party reimbursement.

Previous lead or supervisory experience

Classified Title: Medical Office Supervisor

Role/Level/Range: ATO 40/E/03/OF

Starting Salary Range: $44,200 - $76,752 Annually ($68,500 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F/37.5

FLSA Status: Exempt

Location: School of Medicine Campus

Department name: SOM Plastic Surgery

Personnel area: School of Medicine