Clinic Office Supervisor - Lakewood Family Medicine Clinic

University Health•Lakewood, CO

2d•Onsite

About The Position

This role is for a Front Office Supervisor at the Lakewood Family Medicine Clinic. The ideal candidate thrives in a fast-paced environment, is passionate about creating outstanding patient experiences, and can lead a high-performing front office team. The supervisor will oversee daily front office operations, support Patient Representatives, and ensure patient interactions are welcoming, efficient, and seamless. This key leadership position involves collaborating with clinical leadership, improving workflows, mentoring staff, and contributing to the practice's operational and financial success. The role is suited for an organized problem-solver who enjoys coaching others and making a positive impact.

Requirements

High school diploma or equivalent required
Minimum of two years of office management experience.
Previous administrative support experience within a healthcare organization.
Knowledge of organizational policies and procedures.
Knowledge of fiscal management and human resource management techniques.
Knowledge of office management practices and operational workflows.
Strong computer skills with the ability to become a "super-user" of office systems and applications.
Ability to gather, analyze, and evaluate data to support operational decision-making.
Excellent written and verbal communication skills.
Ability to clearly communicate policies and procedures while effectively solving day-to-day operational challenges.
Understanding of budgeting processes and familiarity with practice finances and reimbursement systems to support financial performance and service delivery goals.

Nice To Haves

Advanced degree or professional certification preferred.

Responsibilities

Lead the day-to-day operations of the front office, ensuring efficient workflows and exceptional customer service.
Supervise and support front and back office Patient Representatives while fostering a positive, collaborative work environment.
Oversee daily functions including medical record maintenance, appointment scheduling, telephone operations, patient registration, billing, and abstracting.
Reduce front desk errors and improve processes to create a smooth and efficient patient experience.
Answer questions and provide information to patients regarding office services and procedures.
Monitor appointment schedules, patient flow, medical records, and staff productivity to ensure efficient clinic operations.
Ensure patients are registered accurately with complete demographic and financial information while maintaining proficiency with the electronic registration system.
Maximize patient satisfaction, provider efficiency, and front office morale by developing and maintaining effective office workflows.
Serve as the primary liaison between office staff, the Clinical Manager, and the Patient Access Department, communicating operational needs, training opportunities, and process improvements.
Maintain continuity among the front office team by documenting procedures, communicating updates, and identifying ongoing operational needs.
Conduct employee performance evaluations, participate in hiring recommendations, initiate disciplinary actions when appropriate, and keep leadership informed throughout the process.
Implement, maintain, and enforce departmental policies, procedures, and guidelines while ensuring proficiency checklists are completed and maintained for each office support position.
Accurately review employee timecards, submit payroll information by established deadlines, and track employee sick leave, vacation, and personal time.
Support the achievement of departmental financial and service delivery goals.
Maintain or delegate inventory management and ordering of office supplies, printed materials, and facility supplies.
Ensure office equipment and facility maintenance needs are identified and addressed promptly.
Become a "super-user" for office technology systems and serve as the primary trainer for applicable software and information systems.
Assist the Department Director and/or Medical Director with the development and ongoing maintenance of provider schedules.
Promote quality improvement, patient safety, staff engagement, and cultural diversity through daily leadership and department operations.
Provide courteous, professional, and compassionate service to patients, visitors, providers, and fellow team members.
Maintain compliance with applicable laws, regulations, organizational policies, the Code of Conduct, the Corporate Compliance Plan, and required compliance training.