Supervisor Admin Services

Responsibilities

• Supervises, hires, trains, and directs clinical support staff in business operations.
• Performs performance reviews, provides guidance, evaluation, and supervision; responsible for corrective actions when necessary.
• Develops schedules for support staff to ensure coverage 6 days a week.
• Evaluates support staff productivity and ensures efficiency.
• Leads support staff meetings focused on team building and problem solving.
• Provides leadership for support staff at annual events.
• Assigns and oversees special projects performed by support staff.
• Oversees daily aspects of office functioning: space allocation, supply chain, phone assignments, and equipment functioning.
• Monitors day-to-day activities, service levels, and technical performance of support staff.
• Creates scripts and procedures for support staff.
• Assesses performance, identifies improvements, provides feedback, and develops plans for professional growth.
• Coordinates physician and therapist scheduling to optimize revenue.
• Establishes and monitors protocols for support staff on administrative office operations.
• Collaborates with BHS Leadership to establish policies and procedures, resolve issues, and implement process improvements.
• Teaches annual formal classes on the use of EMR to master-level externs (about 50 students).
• Provides formal EMR training to new associates and medical residents.
• Offers ongoing consultation, problem-solving, and additional training to ensure proper use of EMR features.
• Creates and refreshes EMR training materials.
• Administers the EMR/billing system in collaboration with the System Administrator and management.
• Monitors billing batch errors to ensure appropriate disposition before month-end deadlines.
• Assists with installation and upgrades to practice management software.
• Leads testing for administrative sections of the system, aggregates defects, and tracks problems through resolution.
• Participates in the development of user acceptance test plans.
• Supervises change efforts for new technologies integrated with the EMR (e.g., ICD-10, DSM-5, e-Prescribe, AppXtender, insurance portals).
• Updates billing-related tables (procedure codes, fee-matrix, procedure groups, etc.) as necessary.
• Monitors payroll for all hourly and administrative employees.
• Checks and approves Advocate Works for 20+ employees.
• Manages holiday schedules in collaboration with management.
• Ensures all necessary safety materials are displayed and staff is knowledgeable about safety tool locations.
• Participates in hospital committees and meetings to discuss and resolve safety issues.
• Resolves Environment of Care issues with appropriate departments/vendors.
• Acts as the Department Safety Liaison; attends safety and security committee meetings.
• Leads accreditation, licensure, and certification efforts in Environment of Care and Life Safety.
• Monitors BHS space and electronic environment for safety.
• Monitors the BHS Safety Issues log and takes action on newly reported problems and near-misses.
• Trains administrative staff on safety protocols.
• Maintains accurate and up-to-date HR files on staff and students.
• Serves as the primary liaison to HR Direct.
• Represents HR compliance at BHS audits and surveys.
• Manages clinicians' and psychiatrists' license renewals.
• Supervises timely paneling of BHS staff with insurers.
• Oversees malpractice insurance for BHS clinical staff.
• Initiates and supervises PHI files archives.
• Ensures appropriate documentation is stored and archived as required by regulatory agencies.
• Supervises chart keeping.
• Serves as a 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.

Skills

• 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 work environment characterized by constant internal change.
• Ability to work flexibly in a fast-paced environment with established time constraints and in difficult situations.
• May be exposed to patients who could potentially be violent.
• Must be able to respond to urgent consultation needs 24 hours/day, 7 days/week.
• Ability to travel to other Advocate sites and external facilities for meetings.
• Ability to work under time constraints and stressful situations.
• May be exposed to bodily fluids, hazardous materials, and threatening diseases.
• Leads a team in a high-volume, fast-paced multidisciplinary behavioral health clinic.
• Must be an expert in de-escalation of difficult patients and able to train and model these strategies for physicians, therapists, trainees, and support staff.
• Familiarity with the roles and functioning of providers in child and family mental health and substance abuse treatment networks.

Schedule

Flexible; provides evening and weekend coverage as necessary.