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Back Office Supervisor

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Job Summary

Company
U.S. HealthWorks
Location
Santa Ana, CA
Industries
Healthcare Services
Job Type
Full Time
Employee
Career Level
Experienced (Non-Manager)
Job Reference Code
5126

Back Office Supervisor

About the Job

Provide guidance and broad supervision of all aspects of the medical back office function.  Ensures efficient daily operations of department.  Directs and supervises functions and activities; implements and interprets policies and procedures, standards and regulations for clinical personnel, patients, medical staff and the public; solves procedure problems; performs duties in any nursing capacity as needed within the scope of licensure.  Acts as a role model and resource for other team members.

ESSENTIAL DUTIES AND RESPONSIBILITIES

              Coordinate, organize and direct the delivery of care in the medical office to assure smooth and efficient flow of patients.

              Provide direct patient care within scope of licensure.

              Prepare work schedules, prepare and administer work performance reviews, make recommendations for personnel actions, hiring, discipline and terminations.  Consult with center manager concerning supervision of assigned area.

              Monitor treatment delivery time to ensure service standards and patient satisfaction.

              Function as a team leader to ensure that patients are treated in a timely manner.

              Promote positive working relationships with colleagues, other areas of Medical Group, medical providers, employees and patients. 

              Implement, interpret and adhere to objectives, quality improvement programs, safety, environmental and infection control standards and overall cost containment guidelines.

              When center manager is not available, receive patient/client complaints and concerns, conduct research and report to Center Manager or to Administrator/Regional Director.  Defuse angry situations and work with Center Manager to resolve all issues.

              Review and approve/disapprove requests for time off to assure minimum staffing needs.

              Prepare employee performance appraisals by the due date for review by Center Manager.

              Conduct safety reviews of clinical area and correct deficiencies.

              Attend and participate in meetings, as required.

              Encourage high motivation, problem solving and team spirit in staff as well as professional conduct and professional appearance. 

              Supervise data collection for quality assurance reviews.

              Understand regulations regarding confidentiality of medical records.

              Communicate verbally and in writing as needed with clients and patients.

              Supervise facility maintenance to assure compliance with company standards.

              Coordinate with Center Manager all equipment repair and maintenance of equipment in work area.

              Monitor material ordering for the department to assure adequate supplies.

              Review and approve all back office supply orders in accordance with company policy.

              Assure proper daily closing according to policy.

              Communicate with Center Manager on a regular basis. Make current and future needs known to Center Manager.

              Prepare department time sheets to ensure accuracy and timely submittal to payroll.

              Review and approve/disapprove requests for time off to assure minimum staffing needs.

              Counsel and discipline staff as needed in accordance with human resources policy.

              Participate in associate development activities for professional growth and skill enhancement.  Encourage participation in associate development activities by department's associates.

              Maintain strict confidentiality.

              Assist marketing representatives to ensure client satisfaction.

              Assist with administrative assignments as needed.

KNOWLEDGE, SKILLS AND ABILITIES

              Knowledge of fiscal management.

              Ability to effectively supervise and evaluate employee performance.

              Skill in establishing and maintaining effective working relationships with staff, patients, the public, insurance carriers, vendors and external agencies.

              Ability to communicate effectively with staff, clients and patients. 

              Ability to assume duties of back office personnel, within scope of licensure, as needed.

              Knowledge of equipment used in work area.

              Knowledge of organization policies and procedures.

              Knowledge of company administration practices.

              Knowledge of medical terminology.

              Basic knowledge of wage and labor regulations.

              Ability to perform the functions of at least one clinical position.

              Ability to work under pressure and handle stress.

              Ability to effectively manage client/patient complaints and defuse angry situations.

              Analytical, creative and evaluative skills.

              Excellent people skills.  Ability to motivate and work effectively with others.

              Ability to prioritize and appropriately distribute daily workload and assigned projects to ensure operational effectiveness.

              Self-motivation, initiative and desire to increase skills in management and supervision.

              Ability to take initiative and to exercise independent judgment; decision-making and problem-solving expertise.

              Effective and concise documentation skills.

              Excellent telephone manners and etiquette.

EDUCATION

High school diploma or equivalent.

One of the following:

              Completion of course in radiological technology approved by the American Registry of Radiological Technologists (ARRT) preferred, or equivalency.

              Accredited Medical Assistant program.

              Accredited Licensed Vocational Nurse (LVN) program.

              Accredited Registered Nurse (RN) Program.

EXPERIENCE

A minimum of three years of experience in the health care industry, preferably in a medical office.

LICENSE/CERTIFICATION

One of the following:

              Current State Limited License in Radiology.

              Current certification with the American Registry of Radiological Technologists preferred.

              Certification obtained from an accredited Medical Assistant program.

              Valid LVN/RN License

EOE/Minorities/Females/Vet/Disability
 

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