Front Office Secretary Supervisor, McCandless

UPMC; McCandless (Allegheny County); On-site; USD 52,000 - 72,000; Full time

Job summary

UPMC Rehabilitation Institute in McCandless seeks a Front Office Secretary Supervisor to oversee clerical staff and front desk operations, ensuring efficient patient experiences. You will coordinate admin support for the Facility Director and supervisors, collaborate with therapists and billing teams, and manage registration and reimbursement workflows.

The role covers morning, midday, and evening shifts with no weekends or holidays required, and emphasizes maintaining a welcoming, organized

Qualifications

• Supervise clerical staff and coordinate daily workflows.
• Assist with scheduling, registration, check-in and insurance verification.
• Support billing, authorization, and collections processes.
• Maintain confidentiality and professional office environment.

Responsibilities

• Supervise clerical staff, coordinate daily workflows and office coverage.
• Support patient scheduling, registration, check-in and insurance verification.
• Post front desk payments and assist with Medicare and non‑Medicare billing.
• Provide backup for reception, transcription, and billing functions; answer calls.
• Assist in hiring/onboarding and staff training.
• Track evaluations and maintain calendars and meeting schedules.
• Prepare reports and maintain office supplies and bulletin boards.
• Foster professional relationships with patients and staff.
• Participate in department meetings and administrative tasks.

Skills

Staff supervision

Front office operations

Patient scheduling

Registration & billing support

Job description

Join the Rehabilitation Institute outpatient clinic in McCandless as a Front Office Secretary Supervisor!

In this role, you will oversee front office operations and clerical staff, coordinate administrative support for the Facility Director and supervisors, and help ensure a welcoming, efficient patient experience. You will work closely with therapists, clinical leadership, billing, authorization/pre‑arrival teams, and management to support accurate registration, scheduling, and reimbursement processes.

This supervisory position includes morning, midday, and evening shifts. A perk of this position is that there are no weekends or holidays required!

Responsibilities

• Supervise clerical support staff, coordinate daily workflows and office coverage, and adjust priorities to meet facility needs. Implement office procedures and quality controls to ensure timely, accurate work that meets established productivity standards.
• Support patient scheduling, registration, check‑in, and insurance verification and authorization. Prepare new patient charts with required therapy and billing forms, direct or escort patients to treatment areas, and notify therapists when patients are ready.
• Receive and post front desk payments, enter payments and adjustments promptly, and securely deposit payments at the bank as needed. Assist with Medicare and non‑Medicare billing and collections, follow payer‑specific procedures, and provide requested documentation to insurance carriers.
• Provide backup coverage for reception, transcription, insurance office, and billing functions. Answer calls, complete typing requests, distribute and update forms and policies, maintain contact lists, and track and file employee paperwork.
• Support hiring and onboarding by scheduling interviews, completing reference checks, training clerical and clinical staff on office procedures and billing changes, and orienting volunteers and clinical staff using the facility checklist. Request email access and identification badges for new clerical staff.
• Assist with performance evaluations for clinical support staff, track clinic evaluation dates, and ensure completion of annual assessments and testing. Address issues involving clerical staff and rehabilitation aides, initiate personnel actions through the Administrative Assistant, and use independent judgment when established guidance is unavailable or the Administrative Assistant is absent.
• Maintain calendars, coordinate meetings and appointments, distribute office coverage and aide appointment schedules, and communicate clinic schedule changes. Track and distribute paid time off calendars and requests, verify available balances, arrange coverage for STO and UTO with the public by providing caring, supportive customer services. Help resolve office concerns and maintain the professional environment
• Prepare evaluations, progress notes, discharge summaries, meeting minutes, correspondence, and reports as requested. Perform Notary Public duties as requested and maintain a high level of confidentiality.
• Maintain office supply inventory and equipment, prepare office and special medical supply requisitions in accordance with UPMC purchasing procedures, distribute mail and correspondence, make copies, hence maintain office bulletin boards.
• Compile, tabulate, and present operational statistics, including year‑end statistics, missing charges and information reports, Work Partners reports and other requested reports. Forward reports to the appropriate personnel.
• Build effective working relationships with patients, physicians, supervisors, coworkers,-and the public by providing caring, supportive customer services. Help resolve office concerns and maintain the professional environment.
• Participate in staff and clerical department  meetings, professional possible what????