Position Summary
The Operations Supervisor supports the Operations Manager in overseeing the daily administrative and operational functions of a multi-provider outpatient specialty group with 8 locations. This role ensures efficient clinic workflows, high-quality patient experience, regulatory compliance, and staff productivity. The Supervisor serves as a frontline leader responsible for coordinating staff, resolving issues, and implementing operational improvements.
Key Responsibilities
Operational Oversight
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Supervise daily clinic operations to ensure efficient patient flow, timely appointments, and minimal disruptions
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Monitor and optimize scheduling templates, provider utilization, and clinic capacity
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Ensure adherence to organizational policies, clinical protocols, and regulatory requirements (HIPAA, OSHA, etc.)
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Identify workflow inefficiencies and implement process improvements in collaboration with the Operations Manager
Staff Supervision & Development
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Supervise front office, scheduling, and/or clinical support staff (e.g., medical assistants, patient service reps)
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Provide day-to-day direction, coaching, and performance feedback
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Assist in recruiting, onboarding, training, and retention of staff
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Conduct performance evaluations and support corrective action plans as needed
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Promote a positive, team-oriented work environment
Patient Experience & Service Excellence
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Ensure high levels of patient satisfaction by addressing concerns, complaints, and service recovery in a timely manner
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Monitor patient access metrics (wait times, call handling, appointment availability)
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Support implementation of patient satisfaction initiatives and service standards
Administrative & Financial Support
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Assist in managing operational metrics such as productivity, staffing ratios, and cost controls
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Support revenue cycle processes including registration accuracy, insurance verification, and charge capture compliance
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Monitor and report key performance indicators (KPIs) to the Operations Manager
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Participate in budget adherence and supply management
Compliance & Quality Assurance
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Ensure compliance with all federal, state, and local healthcare regulations
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Maintain accurate documentation and support audit readiness
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Participate in quality improvement initiatives and performance tracking
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Reinforce infection control, safety, and risk management protocols
Communication & Coordination
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Act as a liaison between staff, providers, and leadership
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Support implementation of new systems, policies, or service lines
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Lead or participate in team meetings, huddles, and training sessions
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Communicate operational updates and expectations clearly to team members
Qualifications
Education & Experience
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Bachelor’s degree in Healthcare Administration, Business, or related field (or equivalent experience) preferred
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3–5 years of healthcare operations experience, preferably in an outpatient or specialty practice setting
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Prior supervisory or team leadership experience strongly preferred
Skills & Competencies
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Strong leadership, coaching, and team-building abilities
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Knowledge of medical office workflows, EHR systems, and scheduling practices
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Understanding of healthcare regulations, billing basics, and patient privacy requirements
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Excellent organizational, problem-solving, and decision-making skills
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Strong interpersonal and communication skills
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Ability to manage multiple priorities in a fast-paced environment
Working Conditions
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Primarily based in an outpatient clinic setting
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Requires occasional extended hours depending on clinic needs
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Frequent interaction with patients, providers, and staff
Compensation
For Full time Employees after 90 days:
- Health Dental and Vision insurance
- Life Insurance
- LT Disability
- 5 days PTO
After 1 Year:
- 10 days PTO
- 401k with company Safe Harbor Match
