Back Office Supervisor - LifeLong Medical Care

Overview

LifeLong Medical Care is looking for a Back Office Supervisor at our TRUST Health Center in Oakland. The Back Office Supervisor provides operational supervision and ongoing support to the medical staff in an individual health center. Will coordinate medical care teams and supervise all center-based support staff. Provides day-to-day oversight and management of systems, workflows and operations including front and back office.

This is a full time, exempt, benefit eligible position.

LifeLong Medical Care is a large, multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more. LifeLong Medical Care is an equal opportunity employer. We strongly encourage applications from women, people of color, and bilingual and bicultural individuals and members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition.

Benefits

Compensation: $64,480 - $66k/year. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including ten paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.

COVID-19 Vaccine Policy

In accordance with LifeLong Medical Care's commitment to provide and maintain a workplace that is free of known hazards, we have adopted a Mandatory COVID-19 Vaccine Policy to safeguard the health of our employees and their families; our patients and visitors; and the community at large from infectious diseases, that vaccinations may reduce. This policy will comply with all applicable laws and is based on guidance from the Centers for Disease Control and Order of the California State Public Health Officer. Unless a reasonable medical or religious accommodation is approved, all employees must receive COVID-19 vaccinations.

Responsibilities

• Supervises Medical Assistants (MAs) creating an efficient clinic flow.
• Supports the development and implementation of Primary Care Teams and supports all Center staff.
• Oversees daily Center operations, including patient and workflow, resolves problems, on clinic floor assist, seeking support from Center Director as needed.
• Ensures that all clinical regulatory and licensure requirements are maintained.
• Facilitates smooth operations and communications between all Center departments and staff.
• Holds weekly staff meetings with supervisor staff.
• Recruits, hires, orients, develops, supervises, evaluates, and terminates staff.
• Monitors and approves staff time.
• Develops appropriate organizational structure(s) and weekly staffing schedules for the Center and maintains master calendar.
• Develops procedures in conjunction with staff and Center Director.
• Develops and coordinates training for Medical Assistants to increase efficiency, skill level, etc.
• Coordinates with the Triage staff the processing of all drop-in patients, including urgent care, immunizations, and other services.
• Responsible for making regular announcements and ensuring that MA staff make regular announcements as needed for a) providers running behind; b) emergencies and other announcements as warranted by the clinic and c) regular report to providers of clinic status.
• Responsible for communicating with or ensuring that MA staff communicates with Front Office regarding backups and other delays in the clinic.
• Builds and maintains relationships with community partners, other Lifelong facilities, and staff.
• Addresses patient grievances.
• Additional duties, as assigned by Center Director.

Administration, Compliance & Budget

• Ensures compliance with Lifelong policies and all relevant regulations, including Title 22, Medi-Cal, the local health department, etc.
• Maintains records for and completes all necessary reporting to county & state agencies, Medi-Cal, the Veteran’s Administration, other public or private funding sources, and LifeLong administration.
• Monitors changes in Med-iCal and other state requirements and recommends changes to LifeLong policies to comply. Develops and updates Medical Policy & Procedures manual, informs staff, participants and caregivers about policies.
• Participates in long-term program planning; recommends timelines and resources needed to achieve strategic goals.

Community Relations and Coordination, Outreach and Marketing

• Functions as a liaison to other community organizations. Actively engages program volunteers, committee members, board members, partnering organizations, and funders to build community support.
• Assists with marketing and outreach efforts, including community presentations and educational events.
• Other duties as assigned.

Qualifications

• Commitment to the provision of primary care services for the underserved with demonstrated ability and sensitivity in working with a variety of people from low-income populations, with diverse educational, lifestyle, ethnic and cultural origins.
• Ability to effectively support, motivate and supervise staff, encourage, and nurture development and growth, to build a strong and productive team.
• Strong organizational, administrative, and problem-solving skills, and ability to be flexible and adaptive to change.
• Ability to work effectively under pressure in a positive friendly manner and to be flexible and adaptive to change.
• Ability to effectively present information to others, including other employees, community partners and vendors.
• Ability to work with individuals and organizations at the local level to build support.
• Ability to seek direction/approval on essential matters, yet work independently with little onsite supervision, using professional judgment and diplomacy.
• Ability to work in a team-oriented environment with a number of professionals with different work styles and support needs.
• Excellent interpersonal, verbal, and written skills.
• Conduct oneself in internal and external settings in a way that reflects positively on LifeLong Medical Care as an organization of professional, confident and sensitive staff.
• Ability to see how one’s work intersects with that of other departments of LifeLong Medical Care and that of other partner organizations.
• Make appropriate use of knowledge/ expertise/ connections of other staff.
• Be creative and mature with a “can do”, proactive attitude and an ability to continuously “scan” the environment, identifying and taking advantage of opportunities for improvement.

Job Requirements

• Associate degree or equivalent combination of education and/or experience.
• Three years of health center management experience.
• Proficient in Microsoft office Word, Excel, Outlook.
• Ability to work evening and possibly weekend hours.

Job Preferences

• College degree in related field.
• Community or Public Health experience