Practice Supervisor (70127)

Variety Care; El Reno (OK); On-site; USD 52,000 - 68,000; Full time

Job summary

Variety Care seeks a Practice Supervisor to lead the Administration department at the El Reno health center. You will supervise support staff, ensure adherence to policies, and drive patient experience initiatives under the Administrator, Clinical Site.

The role requires strong organizational, communication, and leadership skills, plus experience in coordinating schedules, training staff, and maintaining regulatory compliance.

Qualifications

• High School Diploma or GED required.
• Legible handwriting required for documentation.
• Basic mathematical skills for invoicing and data entry.
• Basic computer skills and familiarity with electronic health records.
• Experience handling confidential patient and staff information.
• Effective communication with staff at various levels.
• Ability to organize tasks and prioritize in a busy environment.
• Experience working in a healthcare setting with varying pressures.

Responsibilities

• Maintains open communication with providers and staff to troubleshoot issues.
• Promotes the Patient First Experience across service lines.
• Creates action plans and coaches staff on performance improvements.
• Coordinates staff schedules, assigns daily tasks, and arranges coverage when needed.
• Leads meetings and supports team huddles to monitor workflow.
• Manages timecards and ensures timely approvals per policy.
• Hires, trains, and supervises personnel to ensure efficient department operations.
• Acts as on-site trainer for EHR systems and ensures ongoing learning.
• Maintains inventories for medical, dental, and pharmacy supplies and orders as needed.
• Audits clinic operations and compliance with equipment and ordering procedures.
• Oversees front/back-office processes and secures end-of-day payments.
• Resolves patient insurance claims and arranges necessary deferrals.
• Directs department operations and supports related policies and procedures.
• Fosters a culture of quality service and accountability.
• Troubleshoots daily issues and provides back-up for staff roles.
• Supports accreditation as a Patient-Centered Medical Home.

Skills

High school diploma

Legible handwriting

Basic math skills

Basic computer skills

Confidentiality

Communication

Prioritization

Stress management

Education

High School Diploma/GED

Associate degree or 2 years supervisory experience

Healthcare certifications or license

Job description

Department: Administration

Position: Practice Supervisor

Employee Category: Exempt

Reporting Relationship: Administrator, Clinical Site

Character Qualities

• Availability—Making my schedule and priorities secondary to the needs of those I serve.
• Dependability-Fulfilling what I consented to do, even if it means to unexpected sacrifice.
• Initiative- Recognizing and doing what needs to be done before I am asked to do it.
• Enthusiasm- Expressing my job in each task as I give it my best effort.
• Patience- Accepting a difficult situation without giving a deadline to remove it.
• Flexibility- Willingness to change plans or ideas without getting upset.
• Punctuality- Showing esteem for others by doing the right thing at the right time.

Summary Of Duties And Responsibilities

The Supervisor, Clinical Site supervises support staff of the health center under the direction of the Supervisor, Clinical Site . The Clinical Site Supervisor supports the development and implementation of programs, policies, procedures, and process improvements in collaboration with the Administrator, Clinical Site along with continuing education for all staff. The Clinical Site Supervisor will oversee and implement quality improvement and ensure access to patients along with continuous monitoring of the Patient Experience and staff satisfaction.

Primary Duties And Responsibilities

• Maintains open communication with providers and support staff of the health center to troubleshoot situations that may arise between the health center and support staff. Schedules meetings with support staff daily with updates to ensure follow-through. Provides feedback to the Administrator, Clinical Site .
• Incorporate and promote the “Patient First Experience” daily throughout all service lines that are a part of the Variety Care family.
• Clinical Site Supervisors will create action plans, coach, and implement performance improvement workflows.
• Coordinates support staff’s work schedules and daily assignments including managing provider’s patient appointment templates, blocking of patient schedules, arranging coverage for vacation and sick days, and requests resources pool staff as appropriate.
• The Supervisor will conduct rounds, maintaining a positive tone, building relationships with staff by taking the time to listen to and respond to employees’ and patients’ needs.
• Monitor clinic In boxes and ensure these are completed by appointed staff in a timely manner.
• Reviews, verifies, and/or edits support staff and provider’s timecards and finalizes timecards with approval in accordance with policy.
• Hires, trains, and supervises personnel to assure efficient workflow of the department (s). Evaluates performance. If necessary, monitors progressive discipline and recommends termination in a timely manner including documentation according to SOP guidelines. Manages department workload by assigning/reassigning duties and responsibilities as required to accommodate changing priorities and conditions.
• Contributes as a meeting leader in team huddles to provide work-flow observations. Facilitates monthly team meetings in the Supervisor, Clinical Site ’s absence.
• Serves as the health center’s first point of contact to investigate patient concerns in cooperation with the Compliance Officer or Safety Manager. Assists with the health center’s medical emergencies or codes as directed by the provider and implementation of codes in compliance of regulations.
• Serves as the primary resource as an on-site trainer for the medical staff in the electronic health record (EHR) program. Oversees staff’s training development is on schedule and arranges follow-up training as needed.
• Ensures adequate inventories for the medical, dental, and pharmacy departments are maintained and is responsible for ordering supplies with the Purchasing Coordinator following the department’s purchasing procedures.
• Auditing clinic operations and ensuring compliance with medical equipment. Including inventory, ordering, and maintaining necessary supplies and equipment for the clinic to operate.
• Oversees front or back-office procedures and processes are completed accurately by support staff. Responsible for end of day collections are secured and travels to the bank for change as needed.
• Corrects patient’s insurance claims found on error reports to ensure timely filing and payment. Sets up payment arrangements or deferrals for the billing department.
• Directs and controls the functional operation of the department. Supports and maintains Variety Care personnel, finance, and safety policies and procedures.
• Fosters an atmosphere within the department that promotes quality service to Variety Care patients and internal customers through active listening, attention to accuracy and personal responsibility for business outcomes.
• Trouble-shoots day to day work-related or staffing issues and provides back-up for all support staff positions reporting to the Administrator, Clinical Site.
• Supports Variety Care’s accreditation as a Patient-Centered Medical Home and our commitment to provide care to all Variety patients that is Safe, Effective, Patient-Centered, Timely, Efficient, and Equitable. Provides leadership and work with all staff to achieve goals of the “Triple Aim” of healthcare reform-to improve the experience of care, improve health outcomes, and decrease healthcare costs.
• Embodies the strength of personal character. Places value on being an open and honest communicator who displays high moral and ethical conduct, integrity, adaptability, and sound judgment. Must be leader in the department and community. Result-oriented problem solver who is responsible and accountable.
• Maintains the strictest confidentiality.
• Performs other duties as assigned.

Essential Functions

• Able to lift a minimum of 25 pounds.
• Ability to assist patients on to and off of exam table/chair when asked or directed.
• Ability to sit, walk, bend, lift, and remain on feet for extended periods of time.

Qualifications

Requirements, Special Skills or Knowledge:

• High School Diploma/GED.
• Legible handwriting.
• Basic mathematical skills.
• Basic computer skills. Ability or willingness to learn to expertly use electronic health records software.
• Experience handling confidentiality of patient and staff information.
• Experience interacting and communicating effectively with individuals at various levels both inside and outside of the organization, often in sensitive situations.
• Experience withstanding varying job pressures.
• Experience organizing and prioritizing tasks.
• Experience working in an active, multifaceted, and sometimes stressful environment.

Preferred Requirements, Special Skills Or Knowledge

• Associate degree or two (2) years of supervisory or leadership role.
• Healthcare certifications or license.
• Bilingual (English/Spanish).