Practice Supervisor — Chester Family Medicine

Essential Job Functions

• Manages day-to-day non-clinical operations, keeping the Practice Manager/Practice Administrator informed of significant variance from expected staff performance.
• Makes sure deadlines are met, compliance is maintained, and resolves issues between administrative and clinical staff.
• Oversees office functions such as adequate telephone coverage, payroll processing, supplies and forms, mail processing, functioning office machines, and efficient typing support.
• Affirms payroll accuracy, keeps overtime and temporary personnel within budget, and assists with payroll issues.
• Directs and evaluates workflow processes to maximize efficiency of daily operational activities.
• Provides ongoing training and monitoring of work performances to ensure product effectiveness.
• Implements and directs policies and controls to ensure appropriate compilation of patient demographics and financial data.
• Maintains understanding and working knowledge of all automation systems located in the departments.
• Works with the information systems to evaluate agency’s ongoing automation needs and recommends upgrades/enhancements to streamline operations and ensure agency’s ability to comply with regulatory body reporting requirements.
• Serves as agency liaison with Information Systems, Accounts Payable, Engineering, Maintenance, Housekeeping and other departments as needed.
• Participates in annual planning processes and budget preparations.
• Assesses internal operations, anticipates problem areas, and develops logical, practical plans of action both long and short-term.
• Ensures optimal staff and patient satisfaction by working closely with the leadership and participating in Gallup surveys.
• Conducts daily huddles and monthly staff and provider meetings. Prepares agendas and forwards action plans and meeting notes to Administrative Director.
• Collaborates with the Director to proactively assess internal operations, anticipate problem areas, and develop logical, practical plans of action both long and short-term.
• Monitors financial performance on a daily, weekly and monthly basis. Identifies opportunities for improvement and develops plan to implement necessary changes to meet budget.
• Ensures compliance with system policy/procedure for all activities, as applicable.
• Manages revenue cycle to established benchmarks including hold buckets.
• Schedules staff to promote provider productivity as well as promote quality care and fiscal viability.
• Assists with performance evaluation process for subordinate staff within each practice; compiles information for human resource department in a timely manner.
• Ensures that subordinate staff maintains licensure and certifications as required along with yearly competency evaluation.
• Provides on-going feedback to staff of performance throughout the year.
• Manages and tracks PTO usage for staff.
• Assists with counseling employees in disciplinary matters and obtains assistance from human resources appropriately for disciplinary actions and/or employee termination process.
• Notifies Administrative Director of any HR issues within the departments.
• Assists with recruitment, interviews and hires personnel as necessary and according to guidelines.
• Participates actively in quality improvement efforts.
• Participates in the Gallup Impact Plan for department to improve work environment.
• Serves on committees and assists other managers as requested by Administrative Director.
• Attends meetings for the benefit of department operations or personal management development and growth.
• Maintains communication with Administrative Director on weekly basis to review financial performance targets as well as other projects defined by director.

Employment Qualifications

• Associate’s degree in management or related field and one to three years of Leadership experience, preferably in a setting; or commensurate education and experience.
• Knowledge of medical background in office procedures including use of electronic medical record, patient flow, billing and referrals and authorizations.
• Computer proficiency including word-processing and spreadsheet applications and knowledge of electronic medical record software applications.
• Excellent written and oral communications skills necessary.
• Must have superb interpersonal skills and be able to handle difficult conversations effectively.
• Able to express opinions openly and honestly and provide feedback in a timely and productive manner.
• Ability to examine and re-engineer operations and procedures.
• Demonstrates flexibility to accommodate changes in workload assignments and react calmly and effectively in stressful situations.
• Ability to work independently and set priorities under minimal supervision.
• Ability to work within the defined values, mission and vision of the organization.
• Working knowledge of Medicare, Medicaid, Managed Care and accrediting agencies guidelines preferred.
• Previous work experience and familiarity with medical/clinical practice and medical terminology preferred.
• Demonstrated knowledge of the use of a variety of office equipment including but not limited to a personal computer, printer, typewriter, copier, fax machine, telephone and calculator.
• Demonstrated ability to prioritize tasks and handle pressure and delicate situations.
• Evidence of leadership, initiative, and the ability to function with minimal supervision is required.