Office Supervisor

HarmonyCares; Newark (NJ); On-site; USD 64,000 - 71,000; Full time

Benefits offered by this job

Health insurance

401K with match

Tuition reimbursement

Paid time off

Training programs

Job summary

HarmonyCares is seeking an Office Supervisor to lead front office and clinical support teams in Newark, NJ. You will oversee daily operations, staffing, scheduling, and patient coordination to ensure quality service and compliance.

Key responsibilities include implementing administrative systems, coordinating with IT and purchasing, and mentoring staff to uphold OSHA and HIPAA standards while maintaining a patient-centered environment.

Qualifications

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

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 tasks.
• Ability to track employee timecards and attendance electronically.
• Ensure staffing coverage and changes for the local market.
• Ensure staff and office comply with OSHA standards.
• Coordinate with IT, Purchasing, Operations Leader and other departments to support operations.
• Oversee patient census, engagement and scheduling with care teams and Scheduler.
• Interview, onboard, performance management, and timecard oversight for direct reports.

Skills

Supervisory experience

Customer service

Communication

Microsoft Office

HIPAA knowledge

Education

Associate's degree OR 2 years supervisory experience

2+ years of college experience

Tools

EMR

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

Posted Min Pay Rate

USD $64,225.20/Yr.

Posted Max Pay Rate

USD $71,496.88/Yr.

Pay Transparency

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