Administrative Supervisor

Community Health Programs, Inc.; Great Barrington (MA); On-site; USD 33,062 - 38,572; Full time

Job summary

Community Health Programs, Inc. is searching for an Administrative Supervisor based in Great Barrington, Massachusetts. This role requires overseeing front-end operations, ensuring patient intake processes are conducted smoothly, and coordinating clerical duties among the staff.

The ideal candidate will have strong supervisory skills and the ability to optimize patient schedules to enhance care experience. Key tasks include managing performance issues and working collaboratively to maintain high standards in service delivery.

Qualifications

• Experience in supervising clerical functions and staff.
• Ability to manage front-desk operations effectively.
• Strong communication and interpersonal skills.

Responsibilities

• Supervise and direct clerical staff.
• Manage patient scheduling and intake processes.
• Ensure compliance with CHP's protocols.
• Address performance issues among reception staff.

Skills

Supervision

Patient scheduling

Communication

Problem resolution

Job description

At CHP, our mission is to provide access to health care for everyone.

Administrative Supervisor Pay Range: $24.00 - $28.00 / hour

Responsibilities

• Responsible for front-end operations, offering support, guidance and participation to receptionists; tasked with patient intake, scheduling and follow-up.
• Manage front-end operations including patient scheduling, welcoming patients to Community Health Programs, ensuring all pre-visit requirements are completed, verifying insurance coverage, tracking and collecting co-payments and/or outstanding balances, monitoring referrals, and ensuring EMR bucket assignments are addressed timely.
• Support the smooth flow of patients as scheduled and ensure that patient schedules are optimized to support patient access and provider productivity goals.
• Actively address performance issues of reception staff and escalate matters as needed to the Practice Manager.
• Work in concert with the Practice Manager and other office staff to promote the best possible patient care experience, accurate and timely records, and revenue cycle support.
• Adhere to CHP’s mission, vision, values and compliance protocols as well as CHP’s policies and procedures.

Position Requirements

• Administrative Supervisor Essential Duties and Responsibilities: supervise and direct all clerical functions and staff; plan, coordinate and develop work schedules for assigned staff to ensure adequate coverage.
• Assist the Practice Manager with performance evaluations of assigned staff.
• Collaborate with CHP Practice Managers, providers and support teams to perform education and training for clerical staff when required; monitor and audit training competency of staff as needed.
• Manage waitlists and patient access with a focus on patient-centered care and support practice productivity goals.
• Participate in and support front-desk operations improvement initiatives; ensure improvement initiatives are executed, adhered to and monitored.
• Communicate openly with Practice Manager, staff and providers for problem resolution.
• Foster and contribute to a positive work environment.
• Monitor and promote a clean and professional office setting with regular office rounds.
• Conduct annual staff competencies timely and as instructed (e.g., Health Stream, training for new equipment, or updated procedures).
• Field patient complaints when appropriate before potentially escalating to the Practice Manager.
• Provide necessary information and feedback to facilitate development of an accurate and sustainable operating budget for the office; work collaboratively with Billing Department to assure accuracy and timeliness of practice billing, patient copay and outstanding balance collection; educate assigned staff appropriately.
• Support patients with education and navigation of sliding fee schedule application process.
• Monitor referral volumes and follow up with the Practice Manager and other staff as appropriate.
• Monitor EHR system buckets on a daily basis with a focus on clerical staff activities and assignments.
• Serve as EMR superuser for administrative and clerical tasks, including onboarding and providing ongoing education and support to receptionists on procedures and workflows.
• In collaboration with the Clinical Supervisor, oversee practice operations in the absence of the Practice Manager.
• Perform clerical duties as requested and other duties as assigned.
• Travel to all CHP locations as requested.