Supervisor, Ambulatory Operations

CommUnityCare; Austin (TX); On-site; USD 48,000 - 65,000; Full time

Job summary

CommUnityCare seeks an Administrative Supervisor to oversee the day-to-day activities of the clinic's administrative staff and MAC team. You will coordinate scheduling, registrations, and billing to support smooth patient flow and adherence to policy.

The role emphasizes HIPAA compliance, high-quality service, and collaboration with nursing and support teams to maintain patient-centered care and efficient operations.

Qualifications

• High school diploma or equivalent
• 3–5 years of office or administrative experience
• Healthcare setting experience preferred
• Knowledge of insurance verification and medical terminology preferred
• Experience with cash handling and EMR systems

Responsibilities

• Supervise and train a staff of Medical Admitting Clerks (MAC) at assigned clinic
• Coordinate staffing levels to ensure proper patient flow
• Oversee the daily activities of the registration area to ensure department standards are met
• Ensure all personnel department policies and procedures are followed
• Develop, recommend, and implement changes to administrative processes and procedures as needed
• Respond to patient inquiries, complaints and requests for assistance as needed
• Secure all signatures necessary for treatments, release of medical information, and assignment of insurance benefits and payment of services from legally responsible patients
• Ensure timely processing of billing, co-pays, and deposits
• Maintain QA statistics (including patient wait times, etc.) and report results to management
• Manage the purchasing of business and medical supplies according to budget and department needs
• Work closely and professionally with nursing and ancillary departments in effort to maintain a teamwork approach
• Excel in all functions performed by a MAC
• Relieve staff members during employee sick/vacation time as needed
• Perform other duties as assigned

Job description

Overview

In collaboration with patients, families (as defined by the patient) and staff across all disciplines and departments is responsible for supervising the day-to-day activities of the clinic administrative staff.

Responsibilities

DUTIES AND RESPONSIBILITIES:

• Supervise and train a staff of Medical Admitting Clerks (MAC) at assigned clinic.
• Coordinate staffing levels to ensure proper patient flow.
• Oversee the daily activities of the registration area to ensure department standards are met.
• Ensure all personnel department policies and procedures are followed.
• Develop, recommend, and implement changes to administrative processes and procedures as needed.
• Respond to patient inquiries, complaints and requests for assistance as needed.
• Secure all signatures necessary for treatments, release of medical information, and assignment of insurance benefits and payment of services from legally responsible patients.
• Ensure timely processing of billing, co-pays, and deposits.
• Maintain QA statistics (including patient wait times, etc.) and report results to management.
• Manage the purchasing of business and medical supplies according to budget and department needs.
• Work closely and professionally with nursing and ancillary departments in effort to maintain a teamwork approach.
• Excel in all functions performed by a MAC.
• Relieve staff members during employee sick/vacation time as needed.
• Perform other duties as assigned.

KNOWLEDGE/SKILLS/ABILITIES:

• Ensure that all patient issues are resolved in a timely and professional manner.
• Maintain confidentiality of all information related to patients and adhere to all HIPAA guidelines and regulations.
• Complete updates on safety through the organization’s computerized education system on an annual basis.
• Ensure all tasks provided and associated with patient care, patient administrative processes and related duties comply with all regulatory and accreditation standards including The Joint Commission and CommUnityCare Standard Operating Procedures and CommUnityCare Policies and Procedures.
• Develop and maintain favorable internal relationships, partnerships with co-workers, including clinical managers, clinical support staff, providers and business office staff.
• Interact respectfully and collaboratively with patients and their families, striving to develop favorable relationships with families.
• Collaborate with all members of the care team in providing patient-centered care.
• Ensure all actions, job performance, personal conduct and communications represent CommUnityCare in a highly professional manner at all times.
• Uphold and ensure compliance and attention to all company policies and procedures as well as the overall mission and values of the organization.

PEOPLE MANAGEMENT/DEPARTMENT MANAGEMENT/BUSINESS UNIT MANAGEMENT:

• High level of skill at building relationships and providing excellent customer service.
• High level of problem solving skill to better serve patients and staff.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to implement and evaluate administrative processes.
• Ability to supervise a staff.

Qualifications

MINIMUM EDUCATION:

Graduate from high school or equivalent.

MINIMUM EXPERIENCE:

• 3-5 years of office or administrative experience. Any combination of related education and experience may be substituted.
• Experience in a healthcare setting preferred.
• Demonstrated knowledge of insurance verification procedures and medical terminology preferred.
• Demonstrated knowledge of cash handling procedures.
• Demonstrated success in directing staff in order to achieve a common goal.
• Demonstrated experience and familiarity with tools, technology, and systems typically found within most health care environments (i.e. personal computer skills, spreadsheets, word processing, patient records systems, EMR systems, etc.).