Administrative Supervisor Central Intake

InterMed, P.A.; South Portland (ME); On-site; USD 59,000 - 78,000; Full time

Job summary

InterMed, P.A. in South Portland, ME is seeking an Administrative Supervisor to oversee non-clinical care teams, focusing on coaching, quality assurance, and day-to-day staffing operations.

The role includes developing workflows, documenting patient information, and streamlining interdepartmental communication. The position requires an Associate’s degree (Bachelor’s preferred), supervision experience, and strong MS Office/EMR proficiency.

Qualifications

• Associate’s degree is required.
• Bachelor’s degree preferred.
• Supervision experience is preferred.
• Medical office environment experience preferred.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) is required as well as the ability to quickly learn and retain knowledge of how to use the electronic medical record.
• Excellent professional judgment and decision-making ability.
• Excellent communication skills both oral and written.
• Ability to foster a collaborative team environment.
• Ability to prioritize, organize, and plan work independently.
• Able to handle sensitive information and maintain confidentiality.
• Ability to make decisions using sound judgment.
• Committed to excellence in customer service and clinical care.

Responsibilities

• Directly supervises non-clinical personnel (medical receptionists and health unit coordinators).
• Continuously improves and conducts departmental new employee onboarding.
• Prioritizes workloads and manages the daily and master staffing schedule.
• Mentors and counsels staff including initiating Performance Improvement plans.
• Coordinates and conducts regular staff meetings.
• Fosters a culture of continuous improvement.
• Fosters intra and interdepartmental support and collaboration.
• Collaborates with Practice Manager on evaluating workloads and determining staffing needs.
• Acts as an IT Super User to facilitate initial troubleshooting of systems and training of EMR for administrative workflows.
• Provides coverage for medical receptionist and health unit coordinator roles as needed.
• Responds to non-clinical patient complaints in a professional manner.
• Ability to prioritize team workload and utilize independent decision making aligned with administrative protocols.
• Maintains standard work for all administrative functions.
• Prepares and manages patient communications supporting practice operations.
• Acts as liaison to business office/shared services departments such as credentialing billing, and HIM departments.
• Prepares documentation in relationship to credentialing and licensing.
• Initiates tickets for IT/Facilities support and tracks progress until the issue is resolved.
• Supports all other projects assigned by the Practice Manager and/or Department Chief.

Skills

Supervision

Microsoft Office

EMR systems

Communication

Staffing

Patient flow

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Microsoft Office

EMR

Job description

Job Category: Management

Requisition Number: ADMIN004980

• Posted : October 23, 2026
• Full-Time
• Salary Range : $58,656 USD to $77,563.20 USD

Locations

Showing 1 location

South Portland, ME 04106, USA

Description

SUMMARY This position provides oversight and supervision of non-clinical care team members with a focus on skills development, coaching, and quality assurance. The Administrative Supervisor also performs day-to-day operations relating to staffing, schedules, and patient flow.

This position also manages the development and delegation of workflows for non-clinical care team members.This includes identifying opportunities to improve efficiency, standardize documentation of relevant patient information, and to streamline communication and processes between departments.

CORE RESPONSIBILITIES

• Directly supervises non-clinical personnel (medical receptionists and health unit coordinators).
• Continuously improves and conducts departmental new employee onboarding.
• prioritizes workloads and manages the daily and master staffing schedule.
• Mentors and counsels staff to include initiating Performance Improvement plans.
• Coordinates and conducts regular staff meetings.
• Fosters a culture of continuous improvement.
• Fosters intra and interdepartmental support and collaboration.
• Collaborates with Practice Manager on evaluating workloads and determining staffing needs.
• Acts as an IT Super User to facilitate initial troubleshooting of systema issues and training of EMR for administrative workflows.
• Provides coverage for medical receptionist and health unit coordinator roles as needed.
• Responds to non-clinical patient complaints in a professional manner.
• Ability to prioritize team workload and utilize independent decision making aligned with administrative protocols.
• Maintains standard work for all administrative functions.
• Prepares and manages patient communications supporting practice operations.
• Acts as liaison to business office/shared services departments such as credentialing billing, and HIM departments.
• Prepares documentation in relationship to credentialing and licensing.
• Initiates tickets for IT/Facilities support and tracks progress until the issue is resolved.
• Supports all other projects assigned by the Practice Manager and/or Department Chief.

MISSION AND VALUES

• Follows InterMed’s mission to provide patient-centered primary care, putting the patient first to deliver high quality, high value care.
• Provide the highest quality care to our patients with a level of service that exceeds their expectations.
• Maintain a positive attitude and always treat our patients and each other with dignity and respect.
• Insist on honesty and integrity from each other and our business partners.
• Make teamwork a core component of our relationships between physicians, colleagues, and patients.
• Embrace change to better serve our patients.
• Use business practices that feature individual accountability and group responsibility to ensure delivery of high value healthcare.
• Have fun as we carry out our mission to serve.

KNOWLEDGE, SKILLS, AND ABILITIES

• Associate’s degree is required. Bachelor’s degree preferred.
• Supervision experience is preferred.
• Medical office environment experience preferred.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) is required as well as the ability to quickly learn and retain knowledge of how to use the electronic medical record.
• Excellent professional judgment and decision-making ability.
• Excellent communication skills both oral and written.
• Ability to foster a collaborative team environment.
• Ability to prioritize, organize, and plan work independently.
• Able to handle sensitive information and maintain confidentiality.
• Ability to make decisions using sound judgment.
• Committed to excellence in customer service and clinical care.

The estimated compensation range is the budgeted amount for this position. Final offers are based on various factors , including skill set, experience, location, qualifications, and other job-related reasons. Certain positions may be eligible for incentive compensation plans above and beyond base compensation.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.