Office Supervisor

HarmonyCares; Ann Arbor (MI); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health, Dental, Vision, Disability & 1

401K Retirement Plan

Tuition and Certification Reimb

Paid Time Off, Holidays and Volunteer

Paid Orientation and Training

Established in 11 states

Largest home-based primary care in US

Job summary

HarmonyCares is seeking an Office Supervisor in Michigan to lead the front office and clinical support teams. You will oversee daily operations, staffing, and workflows to ensure patient-centered care and efficiency across markets.

Responsibilities include supervising administrators, coordinating IT and purchasing, and ensuring HIPAA compliance, OSHA standards, and high-quality patient experiences. This role reports to the Operations Leader and requires strong leadership and healthcare

Qualifications

• Associate degree or 2+ years supervisory experience required.
• 1+ years in a management/lead administrative role.
• Valid driver's license with good driving record.
• Strong computer skills including EMR navigation, MS Office, and Windows.
• Knowledge of Medical terminology.
• Must maintain confidentiality and follow HIPAA guidelines.

Responsibilities

• Provide administrative and operational leadership for front office and clinical support teams.
• Supervise and develop Clinical Partners, Scheduler Analysts, and Patient Health Coordinators.
• Implement and maintain administrative systems, workflows, procedures, and policies.
• Ensure staffing coverage and OSHA compliance.
• Coordinate with IT and purchasing departments.
• Manage office tasks and patient census with Operations Leader.
• Interview, onboard, performance management, and timecard oversight for direct reports.
• Oversee fleet management and related tasks.
• Maintain patient satisfaction and escalate concerns as needed.

Skills

Supervisory experience

Office administration

EMR navigation

Microsoft Office

HIPAA confidentiality

Education

Associate’s degree or 2 years supervisory experience

2+ years of college experience

Tools

EMR software

Microsoft Office

Windows OS

Job description

Overview

HarmonyCares is a leading national value-based provider of in-home primary care services for people with complex healthcare needs. Headquartered out of Troy, Michigan, HarmonyCares operates home-based primary care practices in 14 states. HarmonyCares employs more than 200+ primary care providers to deliver patient-centered care under an integrated, team-based, physician-driven model.

Our Mission– To bring personalized, quality-based healthcare to the home of patients who have difficult accessing care.

Our Shared Vision– Every patient deserves access to quality healthcare.

Our Values– The way we care is our legacy. Every interaction counts. Go the extra mile. Empower and support each other.

Why You Should Want to Work with Us

• - Health, Dental, Vision, Disability & Life Insurance, and much more
• - 401K Retirement Plan (with company match)
• - Tuition, Professional License and Certification Reimbursement
• - Paid Time Off, Holidays and Volunteer Time
• - Paid Orientation and Training
• - Established in 11 states
• - Largest home-based primary care practice in the US for over 28 years, making a huge impact in healthcare today!

More details about the benefits we offer can be found at https://careers.harmonycares.com/benefits.

Responsibilities

The Office Supervisor provides administrative and operational leadership and is responsible for the direct supervision and development of front office and clinical support team members. Direct reports may include Clinical Partners, Scheduler Analysts, and Patient Health Coordinators, depending on market size and scope. This role serves as a key people leader, ensuring effective daily operations, workforce coordination, and a high standard of patient and provider support. The Office Supervisor is responsible for implementing and maintaining administrative systems, workflows, procedures, and policies, while overseeing practice-level projects and initiatives.

Essential Duties and Responsibilities

• Promote a positive culture of teamwork and accountability with daily oversight of market operations in accordance with company handbook and Mission, Vision and Values.
• Ensure new employees are set up with appropriate access to platforms and tools required to complete daily assigned tasks.
• Ability to use and track employee timecards and attendance through electronic measures
• Ensure and communicate staffing coverage and changes for the local market.
• Ensure staff and office comply with OSHA standards.
• In absence of Operations Leader – conducts and attends meetings with internal and external customers to maintain professional relationships in absence of Operations Leader
• Partner closely with clinical and operational leadership to promote collaboration, accountability, and continuous improvement across care teams
• Provide backup and or assist in the office setting for staff as requested by Operations Leader (MA, PCC, Scheduler/Scheduling Analyst)
• Manage fleet vehicles and tasks associated with needs of Fleet Operations Department
• Perform routine office tasks necessary for the operation and presentation of a professional office as observed by the Operations Leader including coordination with local facility contacts
• Interview, onboard, performance management, coaching, scheduling oversight, and timecard management for direct reports
• Coordinate with IT Department as needed
• Responsible for clinical and office supply ordering for the market in accordance with said budget. Works in conjunction with Operations Leader and corporate purchasing department to ensure supplies are readily available at appropriate levels by tracking inventory and placing orders as necessary.
• Oversee and manage patient census, engagement and daily schedules in collaboration with Operations Leader and Scheduler/Scheduling Analyst.
• Oversee patient inactivation processes in local market.
• Prioritize patient satisfaction, addresses patient concerns and escalates to Operations Leader, compliance or legal as appropriate.
• Document in and monitors task completion in EMR.
• This is an overview of the duties, responsibilities and requirements for this position. Employees will be required to perform other job-related assignments as requested.

In this role you may work with. . .

• New Employees
• All local staff
• Operations Leader
• Fleet Operations
• IT Department
• Purchasing
• Patients
• Vendors

Qualifications

Required Knowledge, Skills and Experience

• Associate’s degree OR 2 years supervisory experience, relevant years of experience may substitute.
• 1+ years of experience in a management/lead administrative role
• Valid and unencumbered driver's license with good driving record
• Strong computer skills including but not limited to navigation of EMR, Microsoft Office, and Windows
• Knowledge of Medical terminology
• Must be able to maintain confidentiality and follow HIPPA guidelines

Preferred Knowledge, Skills and Experience

• 2+ years of college experience

Pay Transparency

Individual compensation packages are based on various factors unique to each candidate, including skill set, experience, qualifications, and other job-related considerations.