Supervisor, Medical Office - Primary Care - Physician Practice

Hackensack Meridian Health; New Jersey; On-site; USD 48,000 - 58,000; Full time

Benefits offered by this job

Health insurance

Retirement benefits

Job summary

Hackensack Meridian Health is seeking a Supervisor of the Medical Office to oversee clerical and clinical teams across two sites, Bay Family Medicine, Old Bridge and 462 Barclay St, Perth Amboy. You will coordinate scheduling, registration, and patient flow under the practice administrator and physicians.

The role emphasizes operational leadership, billing oversight, and strong communication. Candidates should have supervisory experience in a medical office, proficiency with Excel/Word, and EMR

Qualifications

• High School diploma or GED required.
• Prev supervisory experience in a medical office.
• Two years of clerical/secretarial experience with public contact.
• Excellent communication and leadership abilities.
• Proficiency with Microsoft Excel and Word.
• EMR experience preferred.

Responsibilities

• Provide operational support and supervise clerical and clinical teams.
• Ensure patients and visitors are greeted promptly and courteously.
• Maintain master work schedule and allocate tasks with the practice administrator.
• Oversee office operations ensuring timely completion of functions.
• Assist in recruitment, development and supervision of staff.
• Coordinate billing practices and data-entry accuracy.
• Coordinate between practice administrator, providers, and staff.
• Manage inventory and vendor relationships.
• Address facility issues and coordinate repairs as needed.
• Adhere to organizational competencies and standards.

Skills

Communication

Leadership

Multitasking

Organizational Skills

MS Excel

MS Word

Education

High School Diploma / GED

Associates degree in health or business administration

Secretarial science education

Tools

EMR

Job description

Overview

Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives - and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It's also about how we support one another and how we show up for our community. Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change. The Supervisor of the Medical Office provides coverage and support, under the direction of the practice administrator and physician(s) of the practice, coordinates and supervises clerical team members and the clinical team members when assigned by the Clinical Program Manager, practice operations, and business functions including but not limited to, scheduling, registration, billing, collection, patient and team member satisfaction, and purchasing. Serves as liaison between the practice and the administration. This positon will split there time between 2 sites Bay Family Medicine, Old Bridge and 462 Barclay St, Perth Amboy The schedule between offices will be based on the practice needs between 7:30am - 7:30pm.

Responsibilities

A day in the life of a Supervisor of the Medical Offic at Hackensack Meridian Health includes:

• Operational Support
• Oversees team members and leads by example to ensure patients and visitors are greeted in a prompt, courteous and helpful manner.
• Monitors flow of patients within the office and ensures that team members and patients are aware of delays.
• Develops and enforces team member work assignments and maintains master work schedule. Works with practice administrator in developing and implementing goals and objectives.
• Oversees office operations and ensures functions are being completed.
• Assists in the recruitment, development and supervision of team members.

Billing Oversight

• Assists in overseeing the billing practices within the office.
• Ensures that key functions are completed timely and accurately, and priorities are completed daily, including accurate data entry of demographic information, charge and payment posting, and end of day procedures.
• Keeps abreast of reimbursement procedures and insurance requirements and regulations and communicates necessary information to team members.
• Runs billing reports regularly including appointment reconciliation reports and keeps aware of visit data.
• Assist with monthly report preparations with new patient volumes, expense variances, OT explanations, and revenue.
• Ensures that collected monies are stored safely according to practice protocol.

Work Flow

• Serves as a liaison between the practice administrator, the providers, and the team members.
• Coordinates activities between clinical and clerical team to promote team work, and facilitate intra-office communication and problem solving.
• Ensures office has adequate inventory while monitoring purchases to ensure approved vendors are utilized and orders remain within budget parameters.
• Assists practice administrator with addressing facility issues through coordination of property work orders and repairs as needed.
• Follow appropriate protocol for engaging vendors services, seeks required approvals prior to engaging services, and provides timely follow up of invoice processing.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Physical Demands

• Standing, Walking and/or continuously moving around.
• Kneeling stooping, crouching, crawling or working in other unusual physical positions.
• Climbing (including step stools and/or stairs) or balancing.
• Stretching and/or reaching to retrieve/replace objects.
• Pushing, pulling, lifting, and/or carrying heavy objects (20 lbs. or more) without aid of physical devices.
• Dexterity and eye-hand coordination to perform activities that involve holding, positioning, manipulating, typing (keyboarding or data entry), etc.
• Visual ability to monitor instruments and computers, distinguish characters (letters, numbers, etc.) recognize colors, observe physical characteristics, etc.
• Hearing ability to recognize sounds, sound patterns and/or other auditory stimuli.
• Physical ability to react/respond quickly in emergencies, including life threatening situations.

Qualifications

Education, Knowledge, Skills and Abilities Required

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
• Prior supervisory experience or minimum two years experience in a medical office, and two years progressively responsible clerical/secretarial experience involving public contact.
• Excellent communication skills leadership abilities, positive attitude, ability to multitask, organized and flexible.
• Computer skills including Microsoft Excel, Word.

Education, Knowledge, Skills and Abilities Preferred

• Secretarial science education or Associates degree in health or business administration, or equivalent work experience, preferred.
• EMR experience preferred.

Starting Minimum Rate

Minimum rate of $52,790.40 Annually

Job Posting Disclosure

HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to: Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness. Experience: Years of relevant work experience. Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programmes or advanced training. Skills: Demonstrated proficiency in relevant skills and competencies. Geographic Location: Cost of living and market rates for the specific location. Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization. Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full-time and part-time (20hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.