Administrative Supervisor OBGYN

InterMed, P.A.; Portland (ME); On-site; USD 70,000 - 95,000; Full time

Job summary

InterMed, P.A. is seeking an Administrative Supervisor to oversee non-clinical care team members, focusing on coaching, quality assurance, and workflow optimization.

The role includes staffing, scheduling, and patient flow management to ensure smooth daily operations. The ideal candidate brings strong organizational skills, excellent communication, and a track record in healthcare administration, with proficiency in Microsoft Office and EMR systems.

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

• Oversees non-clinical care team members focused on skills development, coaching, and quality assurance.
• Manages day-to-day staffing, schedules, and patient flow.
• Develops and delegates workflows for non-clinical staff to improve efficiency and standardize documentation.
• Collaborates with Practice Manager on staffing workloads and needs.
• Acts as IT Super User to troubleshoot issues and train EMR for administrative workflows.
• Provides coverage for receptionist and coordinator roles as needed.
• Responds to non-clinical patient complaints professionally.
• Prepares documentation related to credentialing and licensing.
• Initiates IT/Facilities support tickets and tracks progress.

Skills

Microsoft Office proficiency

Communication skills

Team collaboration

Decision making

Confidentiality

Organizational skills

Education

Associate’s degree

Bachelor’s degree

Job 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.

Job Description

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

• Leadership Competencies
• Personnel Management
• 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.
• Addresses employee concerns.
• Mentors and counsels staff to include initiating Performance Improvement plans.
• Supports team members’ development.
• Assures adequate staffing levels.
• 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.