Supervisor - Clerical

ADP; City of Middletown (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Healthcare and Dependent Care FSA

401(k) with company match

Flexible PTO

Job summary

ImageCare Centers in Middletown, NJ is seeking a receptionist to handle calls from patients, physicians, and staff, schedule tests, and relay messages. The role supports department managers with daily operations and staff coordination.

The ideal candidate has at least two years of receptionist experience in ambulatory care and familiarity with HIPAA. The job includes training new staff, maintaining office supplies, and ensuring accurate patient data and scheduling while upholding professional

Qualifications

• Minimum 2 years as a receptionist in ambulatory or acute care.
• Experience in employee management is required.

Responsibilities

• Lead role assisting Department manager with daily operations.
• Assist with supervisory needs as instructed.
• Knowledge of scheduling, registration, patient data, and visit types.
• Answer phones, screen and transfer calls, document messages.
• Monitor and order office supplies.
• Prepare daily statistics reports.
• Resolve patient concerns with service excellence.
• Liaise among leads, staff, and executives.
• Perform general clerical duties (faxing, copying, scheduling).
• Orient and train new reception staff.
• Maintain knowledge and problem-solving skills.
• Alert supervisor to daily activities.
• Ensure staff complete HIPAA training and maintain practices.
• Travel may be needed among ImageCare silos.
• Other duties as needed.

Skills

Receptionist experience

Employee management

Scheduling software

Tools

Scheduling software

Job description

Answer incoming and internal telephone calls from patients, physicians, coworkers, drug representatives and general public. Schedule patient appointments for tests with other professionals located in the outpatient centers. Take messages for physicians and staff and supervisors. Assist manager in various scopes dealing with coordinating the daily schedules and activities per specific department. Assist in managing department staffing and coordinate employee vacations, sick days and lunch schedules. Aid in facilitating training of new employees and coordination of staff assignments. Assist in upkeeping company-wide metrics by engaging staff, analyzing reports and remediating as needed. Keep offices clean, operational and professional at all times.

QUALIFICATIONS

Experience: Requires at least 2 years of previous experience as a receptionist in an
ambulatory or acute care setting. Experience in employee management. (REQUIRED)

Schedule:

Monday - Friday 9:00am - 5:30pm

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. In a lead role, employee assists and supports the first line of Reception or Department manager with daily operations with a thorough working knowledge of all department functions and minimal supervision.
2. Employee assists Department manager with supervisory needs as instructed.
3. Responsible for maintaining knowledge of computer scheduling functions, using proper registration protocols with all new patients, editing existing patient data, and utilizing proper visit types.
4. Responsible for answering telephones efficiently and timely and using appropriate follow-through in screening and transferring all calls. Accurately documents and distributes messages accordingly. Maintains knowledge of all providers' scheduling attributes, and proper transfer of calls.
5. Responsible for monitoring and ordering office supplies to ensure adequate stock is always available.
6. Responsible for daily statistics reports.
7. Resolve patient concerns in a positive and timely manner, focusing on patient service excellence.
8. Responsible for liaison responsibilities among leads, staff, C-level executives
9. Performs general clerical duties including faxing, copying, distribution of memos and daily schedules etc. as needed.
10. Orients and trains current and new employees to Reception duties.
11. Responsible for maintaining knowledge & problem-solving skills.
12. Responsible for alerting supervisor of ongoing daily activities.13. Assist in ensuring all staff trains and stay up to date with HIPAA training.
14. Maintain HIPAA practices and HIPAA training.
15. Travel may be necessary among ImageCare Silos
16. Additional Responsibilities: Other duties may be assigned as needed.

Reliable Commute to:

1275 Route 35 North

Middletown, New Jersey

07748

• Medical, dental, and vision insurance
• Healthcare and Dependent Care FSA
• 401(k) with company match
• Flexible PTO

Flu Vaccination Requirement: It is ImageCare's Company Policy that all personnel must be vaccinated with the yearly flu shot.

ImageCare Centers provided the following inclusive hiring information:

We are an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.