Administrative Supervisor

Advocate Health Care; Wilmette (IL); On-site; USD 42,000 - 65,000; Full time

Job summary

Advocate Health Care in Wilmette, IL is seeking a clinic supervisor to support the practice manager in the day-to-day operations of the clinic and to act as a role model for staff. The role emphasizes policy adherence, patient care flow, and staff accountability.

Responsibilities include hiring and performance reviews, scheduling, staff training, and maintaining knowledge of clinical procedures, EMR and scheduling systems to ensure smooth operations and high patient satisfaction.

Qualifications

• High school graduate with experience in a medical office environment.
• Customer service oriented with ability to manage front desk operations.
• Experience using EMR and scheduling systems is preferred.

Responsibilities

• Supervise front office operations and staff under the practice manager.
• Conduct hiring, coaching, and performance reviews for direct reports.
• Ensure clinic policies, compliance and patient flow are followed.
• Maintain knowledge of clinical policies, procedures, and regulations.
• Prepare schedules to meet provider and patient care needs.
• Address patient concerns and support operational issues.

Skills

PC Skills

Customer service

Education

High school graduate

AMG associate

Tools

EMR system

Scheduling system

Job description

Major Responsibilities

Under the direction of the practice manager, performs Supervisor responsibilities which support the day-to-day operation of the clinic, while upholding policies, acting in a manner consistent with the Behaviors of Excellence, and serving as a role model.

• Ensures associates meet daily, monthly, and annual accountabilities as depicted by position job description and clinic procedures.
• Under the direction of the practice manager, conducts hiring, correction and termination activities of direct reports and maintains strict confidentiality standards.
• Motivates associates by providing praise and constructive feedback to elicit high levels of productivity. Provides direction to associates regarding accountability for their actions.
• Maintains general knowledge of clinical policies, procedures, state and federal regulations, as they apply.
• Maintains advanced knowledge of current computer system(s) functions and procedures, to include patient scheduling and registration, cash handling, bill and TES edits review, and other procedures related to the front office flow.
• Conducts annual associate performance reviews, including one-on-one associate conference.
• Prepares work schedules and ensures it is followed to assure adequate staffing to meet provider patient care needs.

Addresses Staffing Issues

• Provide direct coverage for team members when absent, in training, or when warranted to support work flow.
• Responsible for clinic orientation and training of new associates and ensure annual competencies are completed.
• Acts as a resource to associates and is available during office hours to answer and address daily operational issues.

Corporate Initiatives

• Ensures AIDET is followed by all associates.
• Works with the Safety Ambassador to ensure hand washing and safety compliance.
• Promotes the Behaviors of Excellence by being a role model and holding self and others accountable for their actions.
• Under the direction of the practice manager, monitors patient satisfaction scores and works with associates to improve.
• Supports and promotes the Advocate Experience by performing rounding and thank you notes on direct reports.

Clinic Operations

• Ensures the timely completion of work and or projects as requested by the practice manager.
• Maintains an effective working relationship with other staff, utilizing discretion and a high degree of collaboration.

Problem Resolution

• Implements department and system wide policies and procedures as needed.
• Updates and maintains clinic specific procedures and protocols.
• Prioritizes and directs short and long term activities and work assignments of clinic.

Support Functions

• Prepare all bills in a timely manner for processing and manager’s signature.
• Address patient and other concerns.

STARS Web Events

• Provides consistent feedback on overall operations of clinic to practice manager.
• Attends and assists with clinic meetings.
• Monitors and maintains an appropriate supply inventory and coordinates ordering of supplies on a routine or as needed basis.
• Promotes cost reduction targets within the clinic.
• Performs additional tasks as assigned.

Education/Experience Required: High school graduate

Education/Experience

• 1 year customer service experience in a medical office setting
• One year AMG associate

Knowledge, Skills & Abilities Required

• Excellent PC Skills
• Demonstrated customer service skills

Previous Experience Supporting, Training, And Mentoring Others

• Proven ability to use good judgment in stressful situations.
• Basic knowledge of medical terminology
• Demonstrated ability to prioritize tasks
• Previous experience with EMR and/or scheduling system
• Valid Illinois Driver's License
• CPR

Physical Requirements And Working Conditions

• Strong problem solving skills
• Detail oriented
• Strong interpersonal and telecommunications skills
• Flexibility in work schedule

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.