Clinic Office Supervisor

Forefront Dermatology; Grand Rapids (MI); On-site; USD 60,000 - 90,000; Full time

Job summary

Forefront Dermatology seeks an Office Supervisor to lead daily clinic operations and staff. This role ensures high patient service levels, collaborates with Clinic Managers, and oversees multiple sites as needed with travel to Grand Haven and Hastings. A strong IT/Networking background and medical environment experience are preferred.

The position emphasizes scheduling, payroll, budgeting, and process improvements to support physician teams and patient care across clinics.

Qualifications

• Associate's degree or higher preferred; IT/Networking background beneficial.
• Experience with Cisco routers/switches is preferred.
• Experience in a medical environment is a plus.

Responsibilities

• Lead clinic operations and staff daily to ensure efficiency and patient service.
• Troubleshoot workflow, equipment, EHR, and operational issues.
• Monitor and manage clinic expenses and inventory.
• Create and manage staffing schedules, including PTO and advance postings.
• Oversee payroll accuracy and biweekly processing.

Skills

Leadership

Operations management

Budgeting

Scheduling

Payroll processing

Education

Associate's degree in Networking

Bachelor’s degree in IT/CS

Relevant work experience

Tools

Cisco networking

Microsoft Server

Active Directory

Job description

Overview

Forefront Dermatology is Hiring - Clinic Office Supervisor !!

Monday - Friday Schedule

Monday - Thursday 8:00AM - 5:00 PM

Friday 8:00 AM - 1:00 PM

Oversight and travel to Grand Haven and Hastings clinics weekly - as needed

Summary

The Office Supervisor, under the supervision of the clinic physician(s), Office Manager and/or Regional Clinic Manager, promotes the values and mission statement of Forefront Dermatology and provides daily on-site leadership and effective management of clinic operations and ensures high levels of patient customer service, operational efficiency, physician, mid-level provider, and employee satisfaction. An Office Supervisor may oversee multiple clinics via a combination of on-site and remote management, requiring travel.

The Office Supervisor may serve as the clinic Site Compliance Supervisor for the clinic

Education:

Associate's degree with emphasis in Networking, Bachelor’s degree in IT or Computer Science, or relevant work experience is preferred.

Experience with Cisco routers and switches is preferred.
Experience with Microsoft Server 2008/2012/2016 and Microsoft active directory is preferred.
Experience in a medical environment is a plus.

Responsibilities

1. Team Leadership & Clinic Operations

Maximizes clinic efficiency, productivity, teamwork, and patient service levels by providing daily leadership, supervision, and direction to Registered Nurses, Licensed Practical Nurses, Medical Assistants, Histotechnicians, Laboratory Staff, and Pathologist Assistants in alignment with organizational goals and objectives.

Responsibilities include:

• Serving as a resource for troubleshooting workflow, equipment, electronic health record (EHR), and operational issues.
• Identifying, addressing, and resolving departmental concerns.
• Recommending and implementing process improvement and workflow efficiency initiatives.
• Maintaining regular communication with the Regional Clinic Manager and/or Office Manager.

2. Financial & Cost Management

Partners with clinic leadership to monitor and manage direct clinic expenses.

Responsibilities include:

• Maintaining inventory levels for medical, office, and cosmeceutical supplies.
• Monitoring and managing clinic labor costs.
• Reviewing overtime, extra time, and critical pay expenses.
• Monitoring alternate clinic coverage costs.
• Assisting with physician scheduling to support net-neutral vacation coverage when possible.

3. Scheduling & Time-Off Management

Oversees staffing schedules to ensure appropriate coverage and operational efficiency.

Responsibilities include:

• Creating and/or reviewing schedules for clinical and reception staff.
• Managing schedule changes to support clinic operations.
• Ensuring preliminary schedules are prepared at least three months in advance.
• Ensuring finalized schedules are posted at least two pay periods in advance.
• Reviewing and approving PTO requests while maintaining adequate staffing levels.

4. Payroll Administration

Ensures accurate payroll processing and compliance with scheduling expectations.

Responsibilities include:

• Reviewing employee timesheets for accuracy and compliance with scheduled hours.
• Approving time records for biweekly payroll processing.
• Monitoring payroll reports for overtime and extra-time trends.

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