Front Office Supervisor - OBGYN - Biltmore Campus

Mountain Area Health Education Center; United States; On-site; USD 39,000 - 45,000; Full time

Job summary

Mountain Area Health Education Center in Asheville, NC, seeks a Front Office Supervisor to manage daily front office operations in the assigned clinical department, guiding staff, scheduling, and patient flow.

You will lead front desk functions, ensure excellent customer service, coordinate with the Business Office Manager and Scheduling Supervisor, and orient new staff and learners to policies and processes while maintaining efficient revenue cycle activities.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Experience in a medical office/clinical setting preferred.
• Strong communication and organizational skills.

Responsibilities

• Lead front office functions in the business office and recommend changes to improve efficiency.
• Coordinate front desk daily operations and staff workflow.
• Orient new front office staff, residents, and students to policies and processes.
• Ensure accurate scheduling, check-in/check-out, payments, and deposits.
• Maintain customer service standards and liaise with the Business Office Manager.

Skills

Microsoft Office

Customer service

Communication

Spanish language (preferred)

Education

Associate degree

Tools

Electronic Health Records

Job description

JOB SUMMARY

The Front Office Supervisor will manage the daily functions and staffing needs of the front office in the assigned clinical department.

SPECIFIC RESPONSIBILITIES

• Leads the front office functions of the business office and makes recommendations for changes to enhance efficiency and work flow.
• Coordinates front desk daily operations and staff work flows, shifting as necessary to meet increased demand
• Works closely with the scheduling supervisor in coordinating orientation for all new front office staff, residents, medical students, providers and clinical staff to scheduling/business office operations.
• Coordinates completion of special projects by the front desk staff
• Orients new front desk staff to policies, procedures, and processes
• Responds to front office staff employee relations concerns, consulting with Business Office Manager
• Coordinates cross-training of front desk job functions to maximize staff efficiency, including the development and maintenance of a cross training plan
• Leads front desk staff in team and individual meetings on a routine basis
• Ability to perform all front desk functions including check in/check out, scheduling, payment posting, daily deposits, eligibility verification and appointment reconciliation
• Sets the standard of excellent customer service for all front desk staff
• Communicates routinely with Business Office Manager and Scheduling Supervisor to ensure business office operational success
• Evaluates processes and make recommendations to maximize efficient patient flow
• Monitors/sign off on all payment batches and change funds for front desk employees
• Serves as liaison between business office and Centralized Billing Department for purposes of developing appropriate processes to support patient billing functions
• Orders and maintains inventory control of all front office business supplies.
• Orients new residents and medical students to front office policies and procedures.

KEY COMPETENCIES

Communication Skills Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

Decision Making Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.

HealthCare Knowledge Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.

Interpersonal Skills Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.

Organizational Values Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.

Problem Solving Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

SPECIFIED SKILLS

Computer: Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required. Knowledge of medical office functions including business office work flows Experience with Electronic Health Records

Foreign Language: Spanish speaking skills preferred.

PHYSICAL DEMANDS

Sedentary - Very light energy level: Lift 10 lbs box overhead, Lift and Carry 15 lbs, Push/Pull 20 lbs cart Constant (67 - 100% of Workday)

SUPERVISORY RESPONSIBILITIES

Front Office Customer Care Associates

EDUCATION AND EXPERIENCE

MINIMUM QUALIFICATIONS

• Associate degree, three years relevant experience, or comparable combined education and/or experience.
• Previous experience in a medical office/clinical environment.

PREFERRED QUALIFICATIONS

• Supervisory experience.
• Previous experience in patient billing/insurance.

SCHEDULE

Regular attendance on-site is an essential function of this position. Typical business hours are Monday – Friday, 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.

COMPENSATION

$29.90/hour + MAHEC Total Rewards Package

At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive. MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC.

All new employees must provide valid, original I-9 documents on their first day of work.

MAHEC does not provide employment-based US visa sponsorship, now or in the future.

All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

Equal Opportunity Employer.

Thank you for your interest in employment with Mountain Area Health Education Center in Asheville, NC, where we are committed to improving health in western North Carolina through innovative health professions education and compassionate healthcare. MAHEC was established in 1974 to improve training and retention of healthcare professionals across our region. We are dedicated to excellence in clinical care, health professions education, and innovative practices that can be replicated nationally. The largest of the nine state AHEC's, MAHEC serves NC's 16 westernmost counties to address national and state concerns with the supply, retention, and quality of health professionals especially in rural areas.