Supervisor, Back Office - CVTI Clinic - Full Time 8 Hour Days (Exempt) (Non-Union)

About the role

The Back Office Supervisor performs complex and varied administrative and clinical assignments, serving as a personal contact for physicians, staff, and outside departments to address problems, issues, or concerns. The role assists in managing clinical unit operations, reports to the Manager and/or Director, and supervises clinical staff including Medical Assistants, LVNs, and RNs. It organizes, coordinates, or provides oversight for various projects and functional areas in the ambulatory environment such as physician support, multiple practice site operations, special projects management, centralized Rx refill service, transcription support, serves as liaison to HIM and lead EHR on-site coordinator, facilitates physician onboarding, and provides support for expenditure tracking.

Responsibilities

• Provides daily monitoring of day-to-day operations of the Cardiac & Vascular Surgery Clinic staff as the Back Office Clinical Supervisor.
• Supervises at least two full-time staff or the equivalent, coordinates personnel actions including performance evaluations, time-off requests, staff disciplinary actions, hiring, and terminating staff.
• Establishes clear job requirements for employees by overseeing orientation of new employees and maintaining current position descriptions, measurable performance standards, and monthly meetings.
• Provides hiring, training, counseling, assignment, and evaluations of work to staff members with Manager/Director approval.
• Oversees and participates in coverage of department functions during times of illness, vacations, etc.
• Supports ensuring clinic is survey ready by providing staff education and conducting routine audits.
• Ensures clinic is financially responsible by performing billing and purchasing audits.
• Implements policies and procedures by effectively working with personnel.
• Acts as a Super User and trainer for the electronic health record.
• Participates and/or leads change management for implementation of changes to systems.
• Understands all principles of the electronic patient folder system and maintains/updates policies and procedures for all staff.
• Assists in processing department payroll/timecards timely.
• Ensures timely and accurate Rx refill request data entry.
• Participates in continuously assessing and improving departmental performance.
• Communicates changes to improve processes to the director as needed.
• Communicates effectively intra-departmentally and interdepartmentally.
• Collaborates closely with Administrative Supervisor to ensure all needs are covered and escalated appropriately.
• Provides timely follow-up with both written and verbal requests for information, including voice mail and email.
• Processes employee timecards, invoices, and other documents.
• Assesses educational needs of the staff and provides educational needs to the Manager/Director to assist in development of education plans for the department.
• Develops educational materials, inclusive of specific policies and procedures, for training end users.
• Facilitates physician onboarding process in collaboration with the Administrative Office Supervisor.
• Generates Daily Room/Staff Assignments.
• Arranges for staff coverage as needed.
• Trains all clinical staff to ensure compliance with hospital policies.
• Oversees Special Programs/Projects for the Department.
• Acts as liaison between Manager and his/her subordinates for communicating information, assignments, priorities, and special requests.
• Monitors status of pending items and follows up as needed.
• Oversees exam rooms and treatment areas and ensures they are supplied and maintained adequately by support personnel.
• Promotes security by alerting appropriate personnel for safety, fire, and other unsafe situations.
• Reports any unusual occurrences to Manager/Director.
• Responds to emergency situations using standard emergency protocols and procedures.
• Participates in monitoring and evaluating the quality and appropriateness of patient care.
• Contributes objective data regarding performance of other clinical staff members, as requested.
• Maintains a safe environment in accordance with standards, policies, and safety regulations.
• Ensures compliance with infection control policies.
• Recognizes changes in the patient's physical and mental condition, takes appropriate action by notifying physician and/or nursing supervisor.
• Under the direction of a physician and operating within the scope of their practice, triages patient phone calls and provides guidance and direction to