Practice Supervisor - Rowan-Virtua Family Medicine (Hammonton)

Rowan University - Hammonton, NJ

Full-time - Mid Level

Hammonton, NJ

Educational Services

About the position

Directs the non-physicians operations of the outpatient office efficiently and effectively. Works in coordination with the Physician and Administrative leaders to assure all program requirements are met as outlines in university polices. Assures that physicians are provided with necessary support to deliver high quality patient care. This includes, but is not limited to front desk operations, billing procedures, hiring, training, supervising, evaluating and terminating staff, and resolving complaints. Performs a wide variety of administrative services within the department. Coordinates office support operations.

Responsibilities

• Supervises and assists with the overall daily operations of Site.
• Responsible for all practice related activities involving personnel management, patient billing, facility issues, and implementation of department/office policies and procedures.
• Maintains time and attendance records for staff.
• Schedules vacations for medical staff.
• Serves as a back-up to the Practice Manager for emergent situations and as otherwise needed.
• Plans and schedules the work of the site to make maximum effective utilization of employees, equipment, resources and materials within budgetary requirements.
• Makes recommendations regarding the hiring, firing, promoting, and/or disciplining of employees and other personnel changes.
• Prepares medical staffing schedules ensuring adequate staff in relation to number of physicians.
• Trains, supervises, and evaluates the performance of the clinical staff.
• Prepares daily staff assignment so that staff rotates between front and back duties to assure that all skills are maintained.
• Evaluates patient flow and redirects staffing as needed to increase efficiency and to reduce cost.
• Resolves any conflicts regarding medical staff.
• Prepares payroll biweekly.
• Monitors on an ongoing basis the performance of the medical staff to assure a customer-friendly, physician-friendly environment.
• Assures completion of daily assignments by staff prior to leaving for the day.
• Reviews staff attendance to assure compliance with attendance policy on a monthly basis.
• Performs front office responsibilities as outlined in the front Senior Receptionist/Patient Scheduled job description as needed.
• Monitors staff to perform all responsibilities in accordance with existing regulations (OSHA, CLIA, etc.).
• Ensures proper sterilization procedures are available to clinical staff and that all staff comply with proper procedures.
• Ensures medications are stored properly and that access is given only to those authorized.
• Ensures clinical office is maintained in a professional and orderly manner.
• Trains staff on procedures and clinical information related to triaging of patient phone calls.
• Assigns staff to triaging responsibilities based on their level of knowledge.
• Trains staff on procedures and clinical information related to triaging rest results and determining abnormal results for physicians review.
• Works with providers to ensure patient management protocols are available as needed.
• Assures adequate clinical support is available to accommodate patient volume.
• Defines the work of the clinical staff within the assigned area to make maximum effective utilization of employees, equipment and material within budgetary requirements.
• Ensures staff acts as a clinical liaison with local hospitals or agencies.
• Recommends new or revised departmental policies and procedures ensuring patient flow is maximized.
• Maintains inventory and orders supplies and equipment as needed.
• Orders calibrations of equipment as suggested by the manufacturer.
• Demonstrates working knowledge of scheduling, billing, and electronic medical records system to assist staff.
• Runs reports from these systems as needed to monitor staff compliance with policies.
• Oversees front desk audits in conjunction with billing office.
• Generates monthly reports as directed and takes follow up actions as needed.
• Maintains purchase orders and ensures funds are available to cover expenses.
• Maintains disaster recovery vaccine storage plan.
• Serves as primary contact person for security and answering services.
• Works with Plant Operations to assure office is in good repair and pleasant in appearance.
• Maintains all necessary records in accordance with federal, state, university, and departmental regulations and policies.
• Reviews the physician's paper and computer schedules weekly, monthly, and quarterly.
• Expedites and coordinates services such as maintenance, service and repairs, supplies and mail.
• Oversees the maintenance of departmental records and ensures that files and record keeping systems meet the needs of the department.
• Coordinates inventories and orders office supplies.

Requirements

• Bachelor's degree in a health-related field.
• Two (2) years of supervisory and operations management experience.
• Ability to work evenings and Saturdays as needed.
• Demonstrated ability to work independently.
• Excellent communication and organizational skills.
• Ability to multitask and be flexible.
• Knowledge of Windows based programs.
• Knowledge of insurance plans preferred.

Nice-to-haves

• Experience in a healthcare setting.
• Familiarity with compliance standards and regulations.

Benefits

• Health insurance
• Paid time off
• Retirement plan
• Professional development opportunities