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Supv- Office Staff
Supv- Office StaffMaine Staffing • Bangor, ME, US
Supv- Office Staff

Supv- Office Staff

Maine Staffing • Bangor, ME, US
2 days ago
Job type
  • Full-time
Job description

Position Supervisor - Office Staff

Northern Light Eastern Maine Medical Center Department : Gen Surg Clinic - NE Surg ME Position is located : Northern Light Eastern Maine Medical Center Work Type : Full Time Hours Per Week : 40.00 Work Schedule : 8 : 00 AM to 4 : 30 PM Summary : Directly supervise and coordinate the activities of clerical and administrative support workers.

Responsibilities : PEOPLE

  • Demonstrates effective customer, physician / practice staff, and other hospital staff communication skills.
  • Answers all calls promptly and courteously.
  • Responds to and resolves issues promptly through effective communications.
  • Uses appropriate chain of command.
  • Feedback is provided in a constructive manner.
  • Participates in problem solving groups as requested.
  • 100% compliance of : ICARE, Leadership Workouts, and any other in-services / meetings and training as assigned.
  • 100% documented evidence of attendance of department staff meetings, and / or reading / initializing the minutes.
  • Attends educational offering to enhance job knowledge and performance, maintaining documentation of continuing education.
  • Practices AIDET in all patient encounters.

SERVICE

  • Demonstrates knowledge of appropriate Logician and / or PowerChart Office systems.
  • Demonstrates knowledge of Front Office positions / protocols.
  • Initially triages each patient's situation according to policy, referring to clinical staff when indicated.
  • Supervision of Front Office and CMA staff.
  • Coordinates and facilitates rescheduling of provider's clinic and or schedules.
  • Interviewing Potential Employees and On-boarding New Employees.
  • Organize, coordinates and completes assigned projects for the Clinical Coordinator / Nurse Manager assigned in a timely manner.
  • Coordinates and assists with all facets for the Electronic Medical Record (EMR) and Scheduling systems.
  • Acquires, maintains and demonstrates working knowledge of the practice's managed care plans.
  • Facilitates, coordinates and ensures timely acquisition and / or removal of equipment when necessary.
  • Compliant by attending and / or completing all mandatory education.
  • Assumes necessary functions of Practice Director / Office Manager in his / her absence.
  • Compiles data for provider availability.
  • Coordinates scheduling for Front Office Staff, through preparation of daily schedules, ensuring adequate staffing to meet patient care needs.
  • Approves PEP time, vacations and makes recommendations to Practice Director / Office manager regarding unusual circumstances.
  • Completes initial Staff Performance Evaluations for area of responsibility and participate with the Practice Director / Office Manager in delivering employee performance evaluations.
  • Quickly and effectively mediates and resolves Front Office and CMA conflicts.
  • Comprehensively trains and orients all new employees, tour new employees through the practice while introducing them to staff.
  • Arranges and ensures successful staff training on Logician and / or Millennium and phone systems.
  • Works with the practice manager in establishing Departmental Directives.
  • Performs quarterly time tracking for MDs in Practice as per Medicare Guidelines.
  • Schedules staff meetings and prepares agendas.
  • Completes meeting minutes for Staff Meetings and posts these minutes to the Practice public folder after practice manager review.
  • Schedules all Practice employees for Quarterly Employee Updates.
  • Maintains ownership of follow-up and graft surveillance lists. Designates daily care of these lists to scheduler and monitors functioning of each list.
  • Takes daily inventory, tracks all service recovery actions, and orders necessary supplies.
  • Enters all actions into PEMINIC Patient Relations Software.
  • Completes weekly payroll for department to include any edits and payroll change requests.
  • Maintains departmental attendance tracking. Reports to Practice Director when disciplinary action is warranted.

    • QUALITY

  • Performs assigned duties accurately and promptly to meet unusual or emergency needs.
  • Directs all inquiries regarding release of protected healthcare information to Health Information Services (HEIS)
  • Maintains patient privacy
  • Prioritizes Front Office activities to maximize its functioning.
  • Demonstrates problem-solving skills.
  • Follows through on problems that may hinder the delivery of patient care.
  • Participates in multidisciplinary problem-solving groups related to the functioning of the practice.
  • Supervises the Front Office staff in their area of responsibility with making sure that the registration process is complete and accurate on all systems.
  • Maintains office protocols in accordance with physician requirements (i.e. post-operative protocols).
  • Works with the practice manager to gather information necessary for certain EMMC audits.
  • Tracks Monthly AVATAR scores.
  • Tracks iCare completion report to ensure deficiencies are corrected.
  • Works with all Practice providers to create and update preference cards for staff use.

    • FINANCE

  • Supervises the Front Office staff in their area of responsibility with managed care (e.g., collection of co pays, referrals, pre-authorizations, etc.).
  • Tracks monthly IOV numbers for each provider and compiles graphical analysis of this data for Provider Steering Committee Meetings.
  • Monitors late charge reports and compiles graphical analysis of this data for Provider Steering Committee Meetings.
  • Tracks all pertinent provider licensing to include state and DEA licensing and submits necessary paperwork to maintain up to date.
  • Works with the Practice Manager to complete necessary credentialing paperwork to maintain privileges at EMMC and St. Joseph Hospital.
  • Monitors and prepares a report for all overtime and float charges incurred during a given pay period.

    • GROWTH

  • Collects and complies statistical data as requested to assist the Practice Director / Office Manager with departmental plans / issues.
  • Completes and maintains credentialing and NPI numbers for each new member of the provider team.

    • Competencies and Skills :

  • Applies Business Acumen : Demonstrates knowledge of current and future trends that impact organizational success. Applies proven practices and business theories to get results that meet financial as well as other business goals.
  • Exercises Sound Judgment & Decision Making : Understands and processes complex information, which allows for appropriate and accountable conclusions.
  • Behaves with Integrity and Builds Trust : Acts consistently in line with the core values, commitments and rules of conduct.
  • Cultivates Respect : Treats others fairly, embraces and values differences, and contributes to a culture of belonging, empowerment, and cooperation.
  • Fosters Accountability : Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors.
  • Practices Compassion : Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.

    • Education :

  • Required Associate's Degree Required

    • Experience :

  • 3 years of relevant work experience

    • Working Conditions :

  • Work with computers, typing, reading or writing.
  • Extend body and limbs to reach items.
  • Lifting, moving and loading less than 20 pounds.
  • Prolonged periods of sitting.
  • Prolonged periods of standing.
  • Prolonged periods of walking.
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    Office Staff • Bangor, ME, US