Clinic Office Supervisor

CPS•New Albany, IN

6d•Onsite

About The Position

The Clinic Supervisor is a people-first healthcare leader responsible for overseeing daily clinic operations, team performance, patient experience, and operational excellence. The role partners with providers and organizational leadership to foster a positive, inclusive, high-performing work environment and ensure efficient clinic operations and exceptional patient care. The position covers the Louisville South and New Albany, Indiana locations and reports to the Regional Clinical Director. It has direct reports and is classified as exempt. The supervisor leads and develops clinic team members, supports staffing and onboarding, manages timecards and expense approvals, and promotes employee engagement and accountability. The role oversees clinic operations and performance, supports patient service excellence, coordinates with revenue-cycle teams, and ensures front-end accuracy and timely financial and documentation processes. The position also maintains compliance, quality, safety, and facility standards, including patient privacy, infection prevention, emergency preparedness, and physical security. The supervisor drives improvement initiatives, uses performance data to identify opportunities, and participates in organizational projects and audits. The role requires driving to assigned clinic locations as needed, maintaining a valid driver's license, and meeting organizational driving requirements. Physical demands include sitting and standing, with occasional light to medium lifting. Commonwealth Pain & Spine is an equal opportunity employer and offers a full benefits package, PTO, a 401(k), and paid holidays. Reasonable accommodation is available during the application process and for qualified individuals with disabilities.

Requirements

High school diploma or equivalent is required.
Minimum of 2 years of leadership, supervisory, or management experience in a healthcare, medical office, or clinic setting is preferred.
Ability to lead teams and drive operational excellence in a healthcare environment.
Strong leadership, coaching, and team development skills.
Excellent communication, interpersonal, and conflict-resolution abilities.
Ability to prioritize, organize, and manage multiple responsibilities in a dynamic environment.
Strong critical thinking, problem-solving, and decision-making skills.
High emotional intelligence and ability to build positive working relationships.
Customer service and patient experience excellence mindset.
Proficiency with electronic medical record systems, Microsoft Office Suite, and healthcare technology platforms.
Ability to analyze data, monitor performance metrics, and implement operational improvements.
Commitment to continuous learning, adaptability, and professional growth.
Ability to drive to assigned clinic locations as needed, with a valid driver's license and compliance with organizational driving requirements.

Nice To Haves

Experience with medical operations, scheduling, insurance processes, compliance, and patient services.
Associate or bachelor's degree in healthcare administration, business administration, healthcare management, nursing, or a related field.
Equivalent experience may be considered in lieu of education.

Responsibilities

Foster a culture of trust, accountability, collaboration, and patient-centered care.
Lead, coach, and support clinic team members; conduct performance conversations, provide feedback, recognize achievements, and support employee growth and retention.
Assist with onboarding, training, mentoring, and cross-training team members.
Approve paid time off, verify and approve timecards, and ensure accurate and policy-compliant employee pay.
Approve team mileage and other expenses in the online expense reporting system.
Promote an inclusive workplace and address employee concerns, partnering with Human Resources when appropriate.
Assist with staffing plans, scheduling, and resource allocation.
Model the organization's mission, vision, values, and patient pledge.
Oversee day-to-day clinic operations, patient flow, and patient experience.
Partner with providers to support clinical operations, communication, and clinic performance.
Monitor operational and patient experience metrics, including productivity, patient satisfaction, access, scheduling efficiency, and quality indicators.
Use data and reporting tools to identify improvement opportunities and implement solutions.
Ensure adherence to organizational policies, procedures, and operational standards.
Coordinate clinic resources, equipment, and supplies.
Support process improvement, organizational projects, change management, and best-practice implementation.
Champion an exceptional patient experience through empathy, communication, and service excellence.
Address patient concerns and service recovery opportunities; review satisfaction feedback and implement improvement plans.
Serve as the clinic's primary contact for central revenue cycle and the business office, responding to requests and escalations promptly.
Ensure front-end accuracy, including patient demographics and insurance verification and eligibility.
Oversee time-of-service collections and daily close and deposit reconciliation in accordance with policy.
Work with providers and staff to ensure timely completion of charges and encounters and resolve missing charges and documentation holds.
Review clinic-level revenue-cycle reports with central teams monthly and own corrective action plans for clinic issues.
Communicate payer, billing, and policy changes to clinic staff and ensure they are followed.
Maintain working knowledge of healthcare regulations and organizational policies, including HIPAA, OSHA, FMLA, and applicable federal and state requirements.
Ensure patient privacy, confidentiality, regulatory compliance, and clinic safety, cleanliness, and appearance.
Oversee janitorial and facility vendors and maintain OSHA requirements, including postings, exposure control plans, sharps and biohazard waste handling, SDS binders, eyewash stations, and injury/illness logs.
Ensure infection prevention practices, including room turnover, equipment cleaning, and hand hygiene.
Maintain clinic physical security, including opening and closing procedures, alarm and key/badge access, and secure storage of cash, PHI, prescription pads, and medications.
Ensure staff training and drills for emergency procedures and scheduled checks of emergency equipment, including AEDs, crash carts, and fire extinguishers.
Support quality assurance, risk management, and patient safety initiatives; promptly report incidents, threats, and facility issues and follow through to resolution.
Participate in audits, inspections, and compliance reviews; conduct required clinic safety and environment inspections and own corrective action plans.
Promote ethical decision-making and accountability.
Perform other duties as assigned.
Drive to assigned clinic locations as needed and maintain a valid driver's license and compliance with organizational driving requirements.