Team Lead- Clerical - Forefront Dermatology

The Clerical Team Leader, under the supervision of the Practice Manager, provides daily onsite leadership and effective management of administrative operations and ensures high levels of patient customer service, operational efficiency, and provider and employee satisfaction with an overall promotion of the values and mission statement of Forefront Dermatology. This position may be responsible for managing multiple clinic location and will be responsible for travelling as needed.

1. Monitor clinic expenses relating to the administrative department
   1. Maintains administrative supplies and does not overstock or order non-essential items
   2. Manage overtime, turnover, and training costs
2. Assist in the ordering and stocking of office supplies
3. Maintain inventory of administrative supplies. Completes/reviews purchase orders once items are received
4. Follows up with vendors when supplies are not received
5. Regularly updates the Practice Manager with issues relating to the administrative department
6. Complete all daily, weekly, monthly, and quarterly assignments according to deadlines if indicated
7. Perform all other administrative duties as assigned
8. Adheres to compliance and completion of compliance training

Leadership Responsibilities

1. Act as a role model and subject matter expert for policies and procedures set in place by management.
2. Maximize efficiency, productivity, and teamwork by providing on-site direction of administrative operations following company policies and procedures
3. Maximize team efficiency, productivity, and teamwork of administrative staff by providing daily communication, supervision, and direction in concordance with company philosophy, goals and objectives
   1. Lead monthly department meetings (more frequent if needed) and ensure that time is productive
   2. Act as a resource for trouble shooting process, equipment, and/or electronic health record issues as they arise
   3. Meet periodically with other team leaders to discuss and resolve departmental issues, brainstorm process improvement, work flow efficiency initiatives, and develop action plans for implementation of approved proposals. Provide minutes to Practice Manager

Clerical Responsibilities

1. Monitor provider schedules ensuring the following:
   1. All provider schedules are checked daily and a weekly report with provider openings is sent to the Clinical Team Leads and Practice Manager for review
   2. Schedules are full and any open appointment slots are closely managed with every effort to fill
   3. Patient appointments are scheduled according to provider templates
   4. Patients with appointments that require prior authorizations are scheduled accordingly and if indicated a task is sent to the Prior Authorization Specialist per policy
2. Oversee the process of scrubbing provider schedules ensuring the following:
   1. Accurate demographic and insurance information is loaded
   2. Insurance eligibility
   3. Patient accounts have accurate copayments notated
   4. Insurance and financial policies are reviewed with patients when scheduling appointments
   5. Self-pay patient appointments are notated and tasks sent per policy

Clinical Responsibilities

1. Manages clinical phone operators ensuring:
   1. Patient pathology and laboratory logs are maintained per policy
   2. All departmental related voicemails, faxes, and interdepartmental mail is addressed per policy
   3. Any other clinical related duties assigned

HR-Related Responsibilities

1. Employee Work Schedules
   1. Create administrative staff work schedules on a monthly basis ensuring schedules are posted in advance
   2. Approve PTO requests, adhering to policy and procedure and maintaining adequate staffing levels on a daily basis
2. Call-Ins
   1. Receives call-ins from all direct reports and arranges coverage of open shifts
   2. Delegates necessary tasks in an effort to provide coverage for call-in
3. Payroll
   1. Review timesheets ensuring integrity of staff punches and approves hours for biweekly payroll processing
   2. Complete payroll forms for administrative staff accurately and on time
4. Assist with employee recruitment, selection, and hiring processes for administrative staff.
5. Provide training and supervision to all new administrative staff and ongoing training for existing staff including but not limited to corporate compliance (i.e. OSHA, HIPAA) annual completion.
6. Assist with addressing administrative a staff performance issues including creating and implementing performance improvement programs under the direction of the Office Supervisor and Practice Manager
7. Completes annual staff performance evaluations per company policy
8. Assist with the process of performing documented conversations and corrective actions under the direction of the Office Supervisor and Practice Manager

Minimum post high-school education in a medical support field such as Medical Assistant, Licensed Practical Nurse, or Registered Nurse, or a business related field is required.

1. Two years of previous experience in dermatology/Mohs surgery is preferred.
2. Must be able to travel as needed.
3. Demonstrated leadership experience. Must be able to demonstrate leadership by serving as an example to others with regard to professional behavior, handling multiple tasks, maintaining a positive attitude, and in response to organizational change.
4. Proficiency with Microsoft Word, Excel, and PowerPoint.
5. Must possess excellent leadership, organizational, computer, and communication skills.
6. Ability to work effectively and cooperatively with staff, board, clients, and the public.
7. Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team.
8. Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness.
9. Ability to maintain confidentiality of information.

1. Ability to communicate effectively in an active multi-office environment.
2. Ability to efficiently operate all job related office equipment (telephone, computer, calculator, fax, copier etc.).