Shared Services Supervisor - Referrals & Medical Records

Shared Services Supervisor

The Villages Health is a patient-centered primary care driven, multi-specialty medical group with over 800 team members. Our unique care model gives us both the time and resources to truly care for our patients, along with a company culture that supports a healthy work-life balance for our team members. Our purpose, mission and vision is to empower Villagers and the surrounding communities to live out their dreams by keeping them healthy and healing them quickly. Together, we are changing the way healthcare is delivered and are making a positive difference in the lives of our patients and the communities we serve. In doing so, The Villages Health is creating America's Healthiest Hometown.

Our full-time benefits include medical, dental & vision insurance, matching HSA & 401k, PTO & paid holidays, The Villages Charter School eligibility, and much more!

The Shared Services Supervisor is an exempt, management position, responsible for general office management responsibilities, such as planning, organizing, and supervising of shared services operations to support high quality, efficient and patient-centered services. The Shared Services Supervisor Referrals & Medical Records, will work alongside the Shared Services Supervisor Scheduling, to ensure coordination of operations and consistent communication. It may be required for one supervisor to cover for another in the event of absence or leave.

Essential duties and responsibilities include supervising practice support operations by analyzing and reviewing procedures / practices. Work methods need to be optimized to improve effectiveness and efficiency of operations in the Referrals and Medical Records departments.

Referrals :

• Monitor and develop workflows to support efficiency in the referrals order processing, authorizing, and scheduling.
• Monitor and manage volumes and allocated responsibility within the referrals team to maintain par levels and service level agreements.
• Stays up to date on policy requirements for all payers, including changes to authorization requirements and patient out of pocket responsibility.
• Maintains open communication and networking with all outside preferred providers to ensure ease of access and efficient receipt of orders.
• Works closely with the revenue cycle team to ensure changes to coverages and changes that impact referrals or authorizations are known, communicated, and acted upon.
• Oversight of the authorization process within referrals to include changes in plan requirements, portal use, software management and reporting.
• Ensures open communication with care center leadership to support and improve the patient and clinician referral experience.

Medical Records :

Other duties as assigned include ensuring appropriate staffing to maintain and support operations, responsible for hiring and on-boarding to include interviewing, onboarding, and training, completes payroll and time management for designated staff, performs employee coaching and development, as needed, completes annual performance evaluations for designated staff, completes regular 1 : 1 meetings with each staff for continued development and growth, establishes and implements goals and objectives within each area to ensure alignment with overall corporate goals, super-user for EHR and / or all related systems used or accessed by referrals or medical records, maintaining and track Radix usage and education to meet company standards, develops and maintains monthly / periodic reporting for data / information sharing related to various functions within shared services, ability to reset passwords / troubleshoot basic connectivity issues, or identify a resource for resolution, sets up Microsoft teams for various meetings, oversees reconciliation and management of petty cash, regular communication with Care Center leadership to review procedures, practices, and operational concerns, ability to give clear and concise communication to ensure timely and effective flow of information, works closely with the Managers, Supervisors, Medical Directors and Directors of various departments to ensure continuity of care and alignment of shared services with clinical operations, ability to go to the center locations, on occasion, to provide training, verify workflow and align shared services operations with clinical operations.

Education / Experience Requirements include three to five years of management experience including at least two years in a specialty health care organization, bachelor's degree preferred, RHIT Certification preferred, knowledge and understanding of Lean Process, knowledge of Medical Record and / or Referral's operations, supervises the functions within the Shared Services department, knowledge of organization policies and procedures, knowledge of medical records practices and regulatory requirements, knowledge of human resource management techniques, knowledge of office management techniques and practices, knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams), excellent organizational and time management skills, outstanding verbal and written communication skills, setting, defining, assigning, monitoring, and evaluating outcomes of tasks and goals, skills in developing policies and procedure and implementing tasks related to specialty care services, skill in problem solving, skill in developing and implementing recruitment materials, skills in analytical thinking and strategic planning, a focus on continual process improvement, ability to clearly communicate and apply policies and principles to solve everyday problems and deal with a variety of situations, ability to plan, exercise initiative, problem solve, make decisions, ability to read, interprets, and apply policies and procedures, ability to identify problems and recommend solutions, ability to establish priorities and coordinate work activities, ability to project positive and professional image, ability to coordinate and prioritize multiple tasks, projects, and schedules, ability to establish and develop effective working relationships, ability to communicate effectively with all levels of employees; facilitate group processes and change, ability to develop / make effective presentations and serve as a trainer when qualified.

Salary is commensurate with experience. Questions? Contact us at recruitment@thevillageshealth.com.