Supervisor, Medical Office

University of Rochester; Lloyd's Corners (NY); On-site; USD 75,217,000 - 101,550,000; Full time

Job summary

University of Rochester is seeking a front office administrator to support outpatient care operations at the Ortho Clinic Front Office in Penfield, NY. The role involves patient registration, scheduling, referrals, and coordinating daily office activities.

The position requires a Bachelor’s degree and at least 2 years of relevant experience, with a strong emphasis on accuracy, customer service, and teamwork. This role is full-time, on-site, with a 40-hour work week.

Qualifications

• Bachelor's degree and 2 years of relevant experience required.
• Or equivalent combination of education and experience.

Responsibilities

• Provides customer-focused service to support patient care, pre-registers patients, schedules appointments, coordinates referrals and dispositions.
• Coordinates and supervises daily activities of a support or operations team to ensure task completion.
• Sets priorities for the team to ensure timely completion of duties.
• Oversees daily operations for one or more medical offices and works with leadership to improve efficiency.
• Performs budgeting, reporting, and data preparation to support department activities and compliance.

Skills

Customer service

Scheduling

Office coordination

Education

Bachelor's degree

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

2064 Fairport Nine Mile Point Rd, Penfield, New York, United States of America, 14526

Opening:

• Worker Subtype: Regular
• Time Type: Full time
• Scheduled Weekly Hours: 40
• Department: 910237 Ortho Clinic Front Office
• Work Shift: UR - Day (United States of America)
• Range: UR URCA 209 H
• Compensation Range: $26.25 - $35.44

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Provides customer-focused service to support the care of patients, families and visitors in an outpatient setting. Pre-registers patients, schedules appointments, coordinates referrals and coordinates disposition procedures. Coordinates and supervises the daily activities of a support, production or operations team. Sets priorities for the team to ensure task completion.

ESSENTIAL FUNCTIONS

Supervises the daily operations for one or more medical offices. Works with leadership to recommend and implement procedures for efficient office operations. Assists with the development of efficient and effective processes to support and manage the flow of patient care, from initial referral to follow up. Compiles and analyzes statistics, prepares analytical and evaluative reports, and writes operating or procedural manuals or instructions, as needed. Prepares materials for publication about the department's activities. Assesses operational needs of the offices by working closely with leadership. Facilitates and participates in strategic planning meetings and projects, and collaborates with other divisions.

Serves as a member of a leadership team to oversee a Medical Office area, including insurance authorizations and phone calls reminding patients of procedure one week prior. Ensures weekly report and statistics for patient volume and cancellation rates are completed and submitted. Oversees patient communication, such as follow-up calls or appointment scheduling reminders, are completed in a timely and efficient manner. Maintains clinical schedules for surgeons and advance practice providers. Supervises check-in/check- out operations and coordination of appointments, working closely with administrative staff.

Participates in interviews, hiring, management, and developing staff in a designated office. Assists with ensuring the site is fully staffed, adjusting coverage when staffing issues arise. Oversees training and development of area staff. Participates in the development and coordination of training programs for technical staff. Works with leadership to make recommendations relative to performance evaluations. Addresses departmental, clinical, and patient needs to provide resolutions for an efficient and streamlined office. Ensures regulatory compliance at the office location.

Works with the Billing office and internal staff to ensure registration, charge entry and billing functions are performed in an accurate, timely manner, and meet all compliance guidelines. Prepares all purchase orders related to academic and office supplies and has signing authority for non-capital items. Maintains appropriate purchasing records and documentation, as needed. Assists with the compilation and preparation of data for operating grant budgets and for financial reports. Prepares analyses and allocates expenses. Coordinates expenditures and controls. Reviews and approves invoices.

Supervises the maintenance of patient medical records, documentation for billing, and completion/submission of documents regarding patient care insurance. Works to streamline tasks and promotes a patient and family centered care environment, by identifying areas of concern and providing resolution.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

Bachelor's degree and 2 years of relevant experience required

Or equivalent combination of education and experience

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed,