Ambulatory Supervisor, Barre Health Center

UMass Memorial Health•Barre, MA

1d•Onsite

About The Position

The Ambulatory Supervisor oversees employees and activities to ensure efficient administration and day-to-day operations of the clinic. Reporting to the Manager, Ambulatory Operations or designated management, the supervisor oversees resources and services including patient registration, scheduling, clinic flow, charge capture, and referring physician relations. The position also provides administrative support services for a physician leader, manager, or similar role. The supervisor is responsible for clinic staffing, workflow, productivity, patient service, records, supplies, payroll, and coordination with internal departments and external vendors. The role includes supervising assigned personnel, supporting teamwork and performance improvement, and ensuring compliance with regulatory, safety, quality assurance, and infection-control requirements. Work is sedentary and performed indoors in a normal office environment.

Requirements

Associate degree in a related field or equivalent experience.
Three or more years of medical administrative office experience.
Demonstrated leadership experience.
Excellent oral and written communication and interpersonal skills to communicate effectively with management, patients, and staff.
Excellent organizational and analytical/problem-solving skills, with the ability to work independently.
Ability to coordinate and organize multiple functions and activities.
Proficiency in relevant computer software.

Nice To Haves

Previous supervisory or lead experience.

Responsibilities

Assure efficient daily clinic operations, including appropriate staffing, supply use, workflow, and productivity.
Ensure efficient patient registration and scheduling of medical procedures for inpatients and outpatients, coordinating with admitting, the operating room, diagnostic and therapeutic areas, pre-surgical evaluation, and other care areas as needed.
Monitor scheduling and phone service to support high-quality customer service; participate in performance improvement initiatives and recommend improvements to systems, schedules, and procedures.
Maximize use of session time by adjusting daily schedules to support patient volume.
Monitor workflow and productivity, evaluate office performance, and take corrective action to maintain efficient operations.
Assess patient flow and develop and maintain processes for efficient clinic flow.
Ensure accurate collection and updating of patient information at registration and accurate incorporation of physician schedules.
Oversee collection of patient co-payments and processes supporting billing, charge entry, daily cash deposits, and electronic encounter forms.
Oversee weekly departmental payroll in Kronos as assigned.
Ensure adequate office supplies and basic equipment maintenance; reorder supplies and coordinate with purchasing and vendors as needed.
Coordinate basic facilities maintenance as needed and, when required, liaise with building management regarding cleaning, security, safety, and parking.
Maintain effective working relationships with clinic management and collaborate with other departments to address administrative issues.
Coordinate clerical and clinical staff to support quality patient care, conduct employee meetings as needed, and ensure patients and visitors are greeted efficiently.
Ensure medical records are set up, maintained, filed, and retrievable, and safeguard sensitive confidential information.
Resolve patient complaints as required.
Supervise assigned personnel, including performance evaluations, scheduling, orientation, and training; make recommendations on personnel actions and resolve grievances and other personnel problems within the role’s responsibilities.
Coordinate task assignments, help resolve technical and operational problems, and evaluate whether solutions achieve goals.
Provide staff direction, guidance, and leadership; support teamwork, motivation, and integration with system-wide initiatives.
Support an environment of professionalism, respect, tolerance, civility, and acceptance, and integrate diversity into departmental objectives.
Participate in performance improvement and use quality improvement in daily operations.
Ensure compliance with regulatory agencies and maintain procedures needed to meet regulatory requirements.
Ensure compliance with hospital policies, quality assurance programs, safety and infection-control procedures, and health and safety regulations.
Maintain departmental policies, procedures, and objectives; ensure adequate departmental equipment and supplies.
Perform similar or related duties as required or directed.