Office Supervisor - Internal Medicine Winchester

WVU Medicine; Winchester (VA); On-site; USD 52,000 - 69,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

Life insurance

Disability coverage

Tuition programs

Retirement plan

Paid time off

Wellness program

Job summary

WVU Medicine Berkeley Medical Center in Winchester, VA, seeks a skilled medical office supervisor to oversee daily operations across ambulatory clinics. This role supervises front and back-office staff, coordinates patient flow, and ensures excellent patient experience within budget constraints.

The position requires a few years of medical office and customer service experience, with preferred Associates degree and Medical Assistant Certification.

Qualifications

• High school diploma or GED required.
• Associates degree preferred.
• Medical Assistant Certification preferred.

Responsibilities

• Provide daily supervision of the medical office staff.
• Act as primary contact for VP, Director, or Administrator.
• Address or elevate patient concerns and praise across billing, patient experience and scheduling.
• Schedule front and back-office staff to meet practice needs within budget.
• Monitor and approve employee timekeeping per budget via KRONOS.
• Identify and provide development to office staff.
• Monitor, order, and maintain supplies; oversee equipment and building maintenance.
• Collaborate with Quality & Safety to implement protocols and SOPs.
• Lead RCA and PI projects and participate in department meetings.
• Participate in staff selection and corrective action processes.
• Provide ongoing feedback and annual performance appraisals.
• Serve as an EPIC super-user for ambulatory modules.
• Promote a positive team culture aligned with WVU Medicine values.
• Ensure staff delivers top-quality patient care and experience.
• Communicate with patients, families, and visitors professionally.

Skills

Prioritization

Conflict resolution

Computer skills

Customer service

Medical terminology

Organization

Workflow management

Education

Associates degree

Medical Assistant Certification

High School Diploma or GED

Tools

Epic

KRONOS

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

Provides administrative and operational support of designated ambulatory clinic(s). Responsible for the day-to-day coordination, management, and supervision of the medical practice, supporting staff, and facilities.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or GED.

EXPERIENCE:

1. Three (3) years of medical Office experience.
2. Three (3) years of customer service experience.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associates degree.
2. Medical Assistant Certification.

EXPERIENCE:

1. One (1) year of Supervisory experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Provide daily supervision of the medical office staff.
2. Primary contact for VP, Director, or Administrator.
3. Address or elevate patient concerns and praise to include but not limited to:

Billing and insurance inquiries.
Patient experience within the designated practice.
4. Schedule front and back-office staff to meet the needs of the practice in a fiscally responsible manner within budgetary parameters. Handles all staff call-ins and ensures adequate clinic coverage.

1. Monitor and approve employee timekeeping per budget via KRONOS.
2. Identify and provide development to office staff.
3. Responsible for monitoring, ordering and maintaining appropriate supply levels. Maintaining equipment and overseeing building maintenance, and repairs.
4. Works with the Quality & Safety Manager to incorporate highest quality measures and participate in PSN (patient safety net) to provide protocols for the safety of our providers, staff, and patients. In addition, will be a proponent of patient satisfaction and modeling customer service to staff and providers.
5. Lead RCA (Root Cause Analysis) and PI (Performance Improvement) projects.
6. Participate in department meetings.
7. Responsible for staff selection.
8. Actively participate in the corrective action process for assigned direct reports.
9. Provide regular and ongoing feedback to staff to include but not limited to informal feedback, formal coaching sessions, and annual performance appraisals.
10. Serve as an EPIC super-user for ambulatory, cadence, prelude, etc.
11. Collaborate with Quality, EPIC Trainers and Leadership to develop and implement protocols and SOPs.
12. Promote a positive team-oriented culture in line with the mission, vision and values of WVU Medicine.
13. Ensure staff delivers industry leading patient care and experience.
14. Communicate verbally and in writing with patients, families and visitors in a general and professional manor.
15. Responsible for personal and staff education in the areas of:

Local, state and national regulatory compliance.

Healthcare delivery standards and best practices.

1. Delivers provider needs to division administrator or designee.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Sitting for long periods of time.
2. Performs occasional light work including standing, walking, bending, and lifting weights to ten pounds.
3. May be required to lift up to 20 lbs on an infrequent basis.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Medical Office Environment.

SKILLS AND ABILITIES:

1. Ability to prioritize competing demands.
2. Ability to resolve conflicts.
3. Ability to operate and learn computer software programs.
4. Customer service skills.
5. Ability to learn and interpret medical terminology.
6. Organization skills.
7. Ability to manage workflow for self and direct reports.

Additional Job Description:

Wage Scale: $52,041.60 - $69,388.80 USD Annual

Position is eligible for shift differentials based on shift worked and eligible for overtime pay for hours over 40 hours per week.

Benefits: Benefit eligible employees classified as at least a 0.5 FTE are eligible for medical, dental, vision, life insurance, disability coverage, tuition programs, retirement, paid time off and a wellness program.

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

BMC Berkeley Medical Center

Cost Center:

8461 UHAE Internal Medicine Winchester

Address:

629 Cedar Creek Grade

Winchester

Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively “WVUHS”) is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.