Administrative Supervisor

American Addiction Centers•Buffalo Grove, IL

3d•$29 - $43•Hybrid

About The Position

The Administrative Supervisor oversees daily office operations, including space allocation, supply chain, and equipment functioning. They monitor daily activities, service levels, and technical performance of support staff, creating scripts and procedures, assessing performance, and developing plans for professional growth. This role coordinates physician and therapist scheduling to optimize revenue, establishes and monitors protocols for administrative operations, and collaborates with BHS Leadership to establish policies and procedures, discuss and resolve issues, and implement process improvements. Additionally, the Administrative Supervisor teaches EMR classes to externs and new associates, provides ongoing consultation, assists in problem-solving, and creates/refreshes training materials. They also assist with practice management software installation and upgrades, lead testing for administrative sections, supervise change efforts for new technologies integrated with the EMR, and update billing-related tables. The role monitors payroll for all employees, checks and approves Advocate Works for over 20 employees, and manages the holiday schedule. The Administrative Supervisor also acts as the BHS Safety Steward, ensuring safety materials are displayed, staff are knowledgeable about safety tools, and participating in hospital committees to resolve safety issues. They are responsible for ensuring Environment of Care issues are resolved, acting as the Department Safety Liaison, and leading accreditation, licensure, and certification efforts in Environment of Care and Life Safety. This includes monitoring BHS space and electronic environment for safety, monitoring the BHS Safety Issues log, and training administrative staff on safety protocols. Furthermore, the role handles BHS Human Resources administration, maintaining HR files, serving as the primary liaison to HR Direct, and representing HR compliance at audits and surveys. They also manage clinicians' licenses, paneling with insurers, and malpractice insurance. Finally, the Administrative Supervisor oversees BHS records keeping, including initiating and supervising PHI file archives, ensuring appropriate documentation storage, supervising chart keeping, and serving as a liaison to medical records and releases of information.

Requirements

Associates Degree in business administration, healthcare administration or related field AND 2 - 4 years of healthcare billing experience OR 4-6 years of healthcare billing experience and 3-5 years of supervisory experience.
Strong Computer Skills (Microsoft Excel, Word, PowerPoint)
Strong interpersonal and communication skills.
Strong analytical, organizational and problem solving skills.
Strong customer service skills.
Strong electronic billing skills.
Demonstrates commitment to patient focused care.
Demonstrates positive, effective leadership in problem solving in the context of a work environment characterized by external forces which produce constant internal change.
Ability to work flexibly in a fast paced environment with established time constraints and in difficult situations.
Must be able to respond to urgent need for consultation 24 hours/day, 7 days/week
Ability to travel to other Advocate sites and external facilities in order to attend meetings.
Ability to work under time constraints and stressful situations.
The Supervisor must be an expert in the de-escalation of difficult patients and be able to train and model these strategies for physicians, therapists, trainees and support staff.
Familiarity with the roles and functioning of other providers in the network of child and family mental health and substance abuse treatment networks.

Nice To Haves

May be exposed to patients who potentially could be violent
May be exposed to bodily fluids, hazardous materials and threatening diseases.

Responsibilities

Hires, trains and directs support staff in business operations. Performs performance reviews. Provides guidance, evaluation and supervision; responsible for corrective actions when necessary.
Develops schedules for support staff to ensure coverage 6 days a week.
Evaluates support staff productivity and assures efficiency.
Leads support staff meetings geared towards team building and problem solving. Provides leadership for support staff at annual events
Assigns and oversees special projects performed by support staff.
Oversees daily aspects of office functioning: space allocation, supply chain, phone assignments, equipment functioning.
Monitors day to day activities, level of service, and technical performance of support staff. Creates scripts and procedures for support staff. Assesses performance, identifies improvement, provides feedback and develops plans for professional growth and performance improvements.
Coordinates physician and therapist scheduling to optimize revenue.
Establishes and monitors protocols for support staff on the completion of administrative office operations.
Collaborates with BHS Leadership to establish policies and procedures, discuss and resolve issues, implements process improvements.
Teaches annual formal classes on the use of EMR to the annual cohort of master-level externs (about 50 students).
Provides formal training on the use of EMR to BHS new associates and medical residents.
Provides on-going consultation to staff and externs; assists in problem-solving; and offers additional communication and training as needed to ensure that trainees are using the system features properly.
Creates and refreshes training materials on the use of EMR.
Assists with installation and upgrades to the practice management software.
Leads testing for administrative sections of the system and is responsible for aggregating defects to be sent onto the applicable vendor; tracks problems through resolution. Participates in the development of user acceptance test plans.
Supervises change efforts with support staff for new technologies that are integrated with the EMR: ICD-10 and DSM-5, e-Prescribe, AppXtender, insurance portals, etc.
Updates billing related tables (procedure codes, fee-matrix, procedure groups, etc.) as necessary.
Monitors payroll for all hourly and administrative employees.
Checks and approves Advocate Works for 20+ employees.
Manages holiday schedule in collaboration with management.
Ensures all necessary materials are appropriately displayed and staff is knowledgeable about locations of safety tools.
Participates in hospital committees and meetings in order to discuss and resolve safety issues.
Assumes responsibility for ensuring that issues with the Environment of Care are resolved by the appropriate department/vendor.
Acts as the Department Safety Liaison; attends safety and security committee meetings. Leads accreditation, licensure and certification efforts in Environment of Care and Life Safety.
Monitors BHS space and electronic environment to ensure safety.
Monitors BHS Safety Issues log and takes action to address newly-reported problems and near-misses.
Trains administrative staff on safety protocols.
Maintains accurate and up-to-date HR files on staff and students.
Primary liaison to HR Direct.
Represents HR compliance at BHS audits and surveys.
Assures clinicians' and psychiatrists license management.
Supervises timely paneling of BHS staff with insurers.
Oversees malpractice insurances for BHS clinical staff.
Initiates and supervises PHI files archives. Ensures appropriate documentation is stored and archived as required by regulatory agencies.
Supervises chart keeping.
Serves as a liaison to medical records and releases of information.

Benefits

Comprehensive suite of Total Rewards: benefits and well-being programs
Competitive compensation
Generous retirement offerings
Programs that invest in your career development
Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
Premium pay such as shift, on call, and more based on a teammate's job
Incentive pay for select positions
Opportunity for annual increases based on performance
Paid Time Off programs
Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
Flexible Spending Accounts for eligible health care and dependent care expenses
Family benefits such as adoption assistance and paid parental leave
Defined contribution retirement plans with employer match and other financial wellness programs
Educational Assistance Program