Back Office Supervisor, Primary Care

Communicare+OLE; Fairfield (CA); On-site; USD 75,000 - 91,000; Full time

Benefits offered by this job

Medical, Dental, Vision Coverage

18 days PTO (Vacation & Sick)

10 paid holidays + 1 float holiday

2% employer match with 4% employee 403

Tuition reimbursement up to $2,000/yr

Life & Accidental Insurance

Health Savings Account employer conrib

Job summary

CommuniCare+OLE is seeking a Back Office Supervisor for our Fairfield, CA Health Center to oversee medical assistants and support staff within a collaborative primary care team. The role focuses on efficient clinic operation, staff development, and delivering high-quality patient care.

The position requires a high school diploma (GED), at least 3 years in healthcare with supervisory experience, CPR certification, and a Medical Assistant certificate. Bilingual skills are strongly preferred.

Qualifications

• High school diploma or GED required
• Minimum of 3 years progressive related experience in a healthcare setting
• One year or more of supervisory or leadership experience preferred
• Current CPR certification required
• Medical Assistant Certificate required
• Phlebotomy Certificate optional
• Strong verbal and written communication skills required
• Bilingual preferred

Responsibilities

• Supervise training and performance of medical assistants and clinic flow coordinator
• Recruit and hire medical assistants and manage performance with regular reviews
• Maintain patient flow for high-quality healthcare and efficient use of medical assistants
• Provide backup support for medical assistant team and related duties
• Oversee back-office QA and quality improvement activities
• Coordinate with management to ensure staffing, scheduling and supply readiness
• Ensure timely lab controls, imaging orders, and accurate billing corrections
• Foster a patient-centered environment and high customer service standards

Skills

CPR certification

Medical Assistant Certificate

Verbal & written communication

Electronic data entry

Bilingual preferred

Electronic health record

Education

High school diploma or GED

Tools

Electronic Health Record (EHR) system

Job description

Fairfield, CA (1313 Travis Blvd, Suite A, Fairfield, CA 94533)

Hours

Monday to Friday, 8am to 5pm, 40 hours a week (full time employment)

Position Title

Back Office Supervisor, Primary Care

Department

Medical

Reports To Title

Health Center Manager

LOCATION:

Fairfield, CA (1313 Travis Blvd, Suite A, Fairfield, CA 94533)

Hours

Monday to Friday, 8am to 5pm, 40 hours a week (full time employment)

Pay Range

Annual Salary based on a 40 hour work week: $74,651.20 to $91,228.80

DLSE/FLSA STATUS: ( )

_ X__Exempt /Salaried position

____Nonexempt/Hourly position

Supervisory Responsibilities

YES

NO

About CommuniCare+OLE Established in 2023, CommuniCare+OLE is the result of a union of two health centers with a deep roots in their respective communities and reputations for providing high-quality primary care to all, regardless of insurance or ability to pay: OLE Health of Napa and Solano Counties and CommuniCare Health Centers of Yolo County. Building on a legacy established by both organizations in 1972, CommuniCare+OLE is a network of federally-qualified health centers with 17 sites across Napa, Solano, and Yolo Counties. It offers comprehensive care, including medical, dental, behavioral health and substance use treatment, nutrition, optometry, pharmacy, care coordination, referrals, and enrollment assistance to more than 70,000 individuals, and no one is turned away due to lack of insurance, immigration status, or ability to pay. Many services are offered outside of its sites, including mobile health, home visiting , and community and school-based programs .

Benefits

• Medical, Dental, Vision Coverage
• Employer covers 90% of employee medical, dental and vision premium and 50% of dependent premium
• 18 days of PTO (Vacation & Sick)
• 10 Paid Holidays + 1 Float Holiday
• 2% employer match with employee 4% Contribution 403(b) retirement plan
• Tuition Reimbursement of up to $2,000 per Calendar Year for part-time and full-time employees (prorated per Full-Time Equivalent)
• Life & Accidental Insurance Coverage
• Employer contribution for Health Savings Account
  

Job Summary/Overview

The Back Office Supervisor works under the direction of the Health Center Manager providing day-to-day direct oversight and supervision of the medical assistants. The Back Office Supervisor works as part of a health care team including medical providers, medical assistants, patient service representatives and other support staff to provide comprehensive health services. This position is responsible for helping to ensure medical assistants work effectively and efficiently in a care team setting with an emphasis on customer service and high quality health care.

CommuniCare+OLE provides an inclusive workplace that promotes and values diversity and life experience.

CommuniCare+OLE encourages people of all backgrounds to apply including, but not limited to, Black, Indigenous Peoples,

people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, individuals of

all ages and religions, and individuals who have been affected by the legal system.

YOU ARE WELCOME HERE.

***The following reflects requirements and essential functions of this position but does not restrict tasks that may be assigned. Essential functions include basic job duties, core elements, or fundamental responsibilities that an employee must perform to hold the position. Employees must be able to perform these essential functions with or without reasonable accommodation (accommodation may be requested). Duties and responsibilities are not all-inclusive, and they may be assigned or reassigned to this job at any time, due to reasonable accommodation or any other reason. ***

MINIMUM POSITION REQUIREMENTS: EDUCATION, EXPERIENCE, SKILLS/TRAINING

• Education:
  
  

High school diploma or general education degree (GED) required.

• Experience/Lived Experience:
• Minimum of 3 years progressive related experience in a healthcare setting; or equivalent combination of education and experience preferred.
• One year or more of supervisory or leadership experience is preferred.
• Computer and data entry skills required; electronic health record system preferred.
• Special Skills/Training:
• Current CPR certification.
• Medical Assistant Certificate required.
• Phlebotomy Certificate (optional)
• Strong verbal and written communication skills required .
• Excellent interpersonal and customer service skills required; must have ability to handle difficult patients.
• Bilingual strongly preferred
  
  

Essential Functions And Responsibilities

Demonstrated ability to assume responsibility and to work independently and to work well on a team.

Supervise training and performance of medical assistants and clinic flow coordinator, and provide direct and timely feedback with regard to daily operations and clinical skills competencies.

In conjunction with the Health Center Manager, recruit and hire medical assistants, manage performance, and conduct performance reviews

In conjunction with the Access Supervisor and Flow Coordinator, maintain patient flow for quality health care services and efficient use of medical assistants.

Provide back-up support for medical assistant team including all functions of a medical assistant.

In conjunction with the Health Center Manager and Director of Nursing, oversee clinical QA back office activities

In conjunction with the Health Center Manager and Quality Manager oversee QI back office activities.

Collect data and monitor patient outcomes.

In conjunction with the appropriate department leads, facilitate training for medical assistants.

Oversee and create medical assistant’s weekly and daily schedules.

Assure lab and imaging orders are closed and/or addressed by staff in a timely manner.

Assist and interface with the billing office to correct billing errors.

Work with management to create/develop strong operational teams and maintain high staff morale.

Troubleshoot operational or flow issues, as needed.

Compile, share and post service data for patient care teams

Monitor and ensure that designated staff members perform daily lab controls and other assigned duties.

Oversee weekly ordering inventory.

Communicate changes and updates on a regular and consistent basis directly to teams

Attend monthly update meetings , in-services, and trainings .

Coordinates with the Training and Volunteer Manager to meet volunteer needs of the program.

Engages volunteers and/or students/residents to meet program needs; may include duties such as

Knowledge of and experience in providing patient education on a multitude of subject matters

Knowledge of computer systems; spreadsheets, scheduling systems, and fiscal systems within health center

Knowledge of Clinical Laboratory Improvement Amendments (CLIA)

Responsible for driving and modeling a positive attitude to create teams that will deliver positive patient customer service experience

First point of contact for back-office concerns from both staff and patients

Creates a patient-centered environment that promotes our willingness to say yes to patients

Provides instruction, training, and guidance to all Medical Assistants to ensure they are properly and thoroughly trained to handle designated tasks, procedures, and activities

Works in partnership with staff to ensure seamless and optimal clinic flow

Monitors completion of individual Medical Assistants and Provider tasks

Participates in daily, weekly, and monthly meetings as assigned by Manager

Creates weekly team schedules and ensure adequate medical assistant coverage with appropriate staffing to complete workload

Acts as a liaison between back office and other staff members and teams to respond to questions, requests, and assistance

Ensures Medical Assistants have sterilized equipment and have rooms stocked, cleaned, and ready for each scheduled visit

Ensure Medical Assistants complete daily, weekly and monthly quality assurance

Ensures necessary medical supplies are available, orders as needed and receives packages and stores upon arrival

Approves timecards and time off requests

Promotes quality improvement processes. Policy and procedure development as assigned by Management

Investigates, addresses and reports any incident or injury (i.e.; patient complaints, PQI, HIPPA concerns)

Obtains Prior Authorizations for outpatient imaging

Sensitivity to the needs and situations of a multi-cultural population from a variety of income levels

Strong communication skills- keeps senior management and staff informed of pertinent matters concerning his/her site/pod operations. Must effectively present and share facts and ideas both orally and in writing

Demonstrates expertise in effectively tolerating stress, multi-tasking, and effectively communicating with patients, providers, and others

Manages provider follow up requests both clinical and administrative

Demonstrates leadership skills including ability to instruct, train, guide, and direct Medical Assistant

Performs other duties as assigned.