Clinic Supervisor - Hillsboro Medical Center

The Clinic Supervisor provides onsite administrative support to the Practice Manager or Senior Practice Manager for their assigned ambulatory medical clinic through: supervising all aspects of human resources, financial management, and patient/customer services; analyzing and evaluating goals and objectives, budgets, financial strategies and operational functions; and ensuring regulatory and compliance requirements are met. Directly supervises office operations and the activities of support staff to ensure that adequate levels of staffing are achieved to handle the work load and ensures proper standardized process and procedures are being followed. Responsible for ensuring the delivery of quality care to the patients in accordance with individual needs, physician orders and standards of care, as represented through patient care policies. Partners with Leadership to assure continuous improvement of quality at their assigned site. Leads by example and acts as a role model while creating and sustaining an environment that promotes accountability, teamwork, learning and continuous improvement. This is a working supervisor position therefore, as needed, must be able to perform appropriate roles within assigned clinics.

KEY RESPONSIBILITIES

Performed majority of the time:

·         Trains new employees on basic functions of EMR.

·         Coordinates employee education, training and competencies.

·         Runs reports to assure that staff members are meeting standards for completion of their work in the EMR system.

·         Accesses controls and maintains scheduling templates in the EMR.

·         Coordinates obtaining services from other departments as needed, i.e. ITG department, Transportation Department, Accounting, Billing and Ancillary Services.

·         Maintains clinic equipment and supplies to prevent downtime.

·         Assists in the development of departmental procedures and workflows as necessary to facilitate accountability, ensure compliance and maintain consistency.

·         Coordinates staff schedules to ensure adequate staffing to provide quality patient care.

·         Oversees all aspects of clinic operations to assure high quality of service and patient satisfaction.

·         Responds to correspondence as appropriate, by telephone and or in writing.

·         Coordinates the activities of staff within clinic(s) to assure smooth operations and prompt patient throughput.

·         Recognizes staff and holds staff accountable for adhering to policies, processes and standards in a consistent manner.

·         Contributes agenda items and chairs regular staff meetings.

Performed occasionally but critical to successful performance of the job:

·         Responsible for supervising and supporting internal quality management activities.

·         Implements performance management/disciplinary action in a timely manner when appropriate.

·         Completes annual/90-day performance development summaries as required.

·         Performs or assists with regulatory audits.

·         Communicates supply needs in a timely manner to the ordering person.

·         Attends insurance workshops and reads insurance updates.

·         Completes all mandatory education and licensure requirements to meet state, professional and regulatory requirements.

Decision making and budget responsibilities:

·         Decision making influences the team.

·         Supporting the practice management with budget planning.

Assigned direct reports (not limited to the ones listed). If not applicable, please enter N/A:

·         CMA, Medical Receptionist, Health Plan Coordinator, Diabetes Educator, Panel Coordinator,

JOB SPECIFICATIONS

Education:

Required

·         A copy of your highest academic diploma or transcript required upon hire.

Preferred

·         Bachelor’s Degree from accredited institution in Business Management or Medial Informatics.

Experience:

Required

·         At least two (2) years of experience in a primary or ambulatory healthcare setting.

Preferred

·         Experience in medical clinic supervision or management and previous experience in a primary or ambulatory healthcare setting.

Licenses, Certifications and/or Registrations:

Required

·         Current BLS certification.

Preferred

·         Certification from one of the following:

o   Certified Medical Assistant (CMA) through American Association of Medical Assistants (AAMA) or

o   Certification as a Registered Medical Assist (RMA) by American Medical Technologies (AMT) or

o   Certification as a Certified Clinical Medical Assistant (CCMA) by the National Healthcare Association (NHA) or

o   Certification as a Nationally Certified Medical Assistant (NCMA) by National Center for Competency Testing (NCCT)

·         Current Oregon State LPN license.

Job Related Skills, Abilities and Behaviors:

Required

·         Demonstrates professional appearance and personal conduct.

·         Functions as a cooperative, flexible team member and a positive role model utilizing good communication techniques.

·         Uses effective communication skills with all levels of staff, and presents a professional image. Facilitates communication between front office and back office staff, and physicians.

·         Uses effective working relationships with all health care and insurance plan representatives.

·         Excellent customer service and listening skills and use of effective communication skills taking into consideration body language, filters, listening, paraphrasing, questions with customers of diverse ethnic and cultural backgrounds.

·         Excellent verbal and written communications skills. Strong customer service orientation. Demonstrated effectiveness in confrontational customer interactions.

·         Consistently utilizes problem solving techniques to resolve complaints or concerns.

·         Demonstrates strong leadership and facilitation skills, ability to multi-task and set priorities. Must instill and reinforce strong customer service and business oriented ethics with staff.

·         Demonstrates solid knowledge of EMR and/or other Information Systems functionality including access to and maintenance of the system controls.

·         Demonstrates knowledge of medical terminology and CPT and ICD-10 CM coding methodology.

·         Demonstrates knowledge of managed care insurance plan requirements.

·         Demonstrates ability to work both independently as well as in a team environment, make independent decisions and work without direct supervision.

·         Demonstrates personal computer skills including advanced knowledge of Word, Excel and Outlook.

·         Proficient and deemed competent, as clinically appropriate, in all job competencies as outlined and required for all front and back office staff: medical receptionist, health plan coordinator, Panel Coordinator, and Certified Medical Assistant.

·         Demonstrates confidentiality in dealing with PHI of patients and communicating with patient’s families and care givers.

·         Provides ongoing, timely and clear feedback to staff regarding performance and expectations.

·         Looks for ways to improve customer service.

Preferred

·         Bilingual in Spanish and English.