Job Summary
The Administrative Supervisor coordinates non-clinical office procedures, supervises administrative employees and supports the provision of quality patient care, as well as ensuring compliance with DNV and all other legal and regulatory standards.
Responsibilities
Operational
Responsible for interviewing, hiring, training and performance evaluations of staff. Responsible for supply requisitions through appropriate Mon Health departments, and coordinates invoices with accounts payable. Responsible for staff schedules and approves their time off, processes payroll through Infor system. Handles in-house computer issues through software vendor or IT personnel. Assures that all staff receive proper and up to date training (i.e. HIPAA, OSHA, MGH policies and procedures). Conducts meetings with staff. Assures that staff expectations are consistent with the goals of Mon Health. Identifies educational needs of staff and a plan for meeting those needs. Communicates new policies and procedures, products and performance improvement issues by participating in staff meetings, presentation of in-services or educational programs. Coordinates schedule to ensure appropriate staffing to ensure department objectives and established standards are achieved. Discusses and resolves employee relations’ issues according to established procedure. Objectively interprets hospital policy to staff. Applies personnel policies in a consistent, fair and equitable manner. Promotes employee teambuilding and morale.
Management/ Supervision
Assume fiscal responsibility of the clinic through collaboration with the VP Physician Services. in creation of the Budget and independent follow up to maintain operations within the established budget parameters. Provide timely justification/corrective action for budget variances to the VP of Physician Services. Gather, analyze, evaluate and prepare information on needs and trends regarding staffing, procedures, equipment and training. Submit to the VP Physician Services and maintain documentation for all regulatory bodies. Monitors monthly departmental budget variances in FTEs, salary and other expenses; identifies erroneous charges and takes corrective action to ensure achievement of annual budgeted targets, excluding agreed upon extraordinary expenses. Monitors monthly departmental productivity and in taking appropriate action to ensure efficient and effective use of staff. Integrates knowledge of reimbursement (e.g. billing questions) into patient communication. Work with staff to ensure smooth, efficiently run clinics through appropriate appointment scheduling. Assists with support of the EMR and/or PM software; maintain a working knowledge of the overall system, clinical data input, generating reports, troubleshooting, and general policies and procedures. Assists with management and development of all staff, functions, and activities and appropriate patient care assignments during clinic hours. Manage staff in collaboration with the Human Resources department, including the hiring, disciplining, discharging, performance review, orientation, and utilization. Coordinate with the Marketing department regarding public relations and marketing strategies for the practice. Ensure staff attendance at mandatory education and monitoring of safe practices and safety education, including but not limited to hazardous waste, CPR, body mechanics, infection control, exposure control, adverse reporting, fire and disaster planning. Initiate and actively participate with the Mon Health Physician Services Team to improve the work environment, work processes and patient care. Participates in office staff meetings to improve office efficiency.
Improve Performance
Participate in continuous quality improvement initiatives with appropriate Mon Health Services departments. Demonstrates advanced knowledge of provider-based billing to appropriately respond to patient’s concerns and inquiries regarding billing. Maintain communications with all staff regarding practice goals and objectives and adherence to policies to achieve compliance. Ensure utilization of all appropriate EMR reports in performance improvement activities. Orient staff and physicians to EMR reports available to review activities. Responsible for efficient office flow and practice performance. Responsible for patient satisfaction survey results, e.g. CGCAHPS, and works with Mon Health Physician Services team to identify and address opportunities for improvement. Arrange no less than quarterly medical staff and clinical staff meetings. Maintain documentation of these meetings.
Communicate
Facilitate communication between Hospital and office to ensure appropriate handoffs of patient care. Follow proper channels of communication anticipating and consistently handling daily routine problems while recognizing complex issues that need referral to the physician. Maintain positive communication interdepartmentally which includes but is not limited to linked rounds with senior leaders, reinforcement of Mon Health’s mission, vision, and values, and improving employee engagement. Support and encourage harmonious working relationships and team building skills. Demonstrate excellent oral rapport and written responses to customer inquiries. Consistently demonstrate openness to receiving and giving constructive feedback. Identify problems/concerns and discuss them professionally.
Performs Other Duties as Required
Attends mandatory in-services, staff meetings, and actively participates in self-education. Adjust scheduled time off to meet department needs. Ensure time and attendance policies are followed. Support and adhere to Hospital administrative policies and procedures. Completes all required competency assessments on time. Maintains required job knowledge (e.g. licensure and credentials, continuing education etc.). Performs other duties as required.
Knowledge, Skills & Abilities
Light Work: Frequent lifting and/or carrying of objects weighing up to10 lbs with a maximum lifting of 25 lbs.
Minimum of 2 years of experience working in a Medical Office with medical office management preferred.
Education
- High School Diploma or GED (Required)
- Bachelor's Degree
Work Schedule: Days
Status: Full Time Regular 1.0
Location: Mon Health Medical Park- Building 1000
Location of Job: WV:Morgantown:Mon Medical Center
Recruiter: Mystee D Carter/[email protected]
