Clinic Office Supervisor

CPS•Bardstown, KY

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 at the Bardstown and Campbellsville, Kentucky locations. The supervisor partners with providers and organizational leadership to foster a positive, inclusive, high-performing work environment and ensure efficient operations and exceptional patient care. The role requires an adaptable leader who develops and empowers team members, uses data to guide decisions, and models Commonwealth Pain & Spine’s values and culture. The position oversees staff leadership and engagement, clinic operations and performance, patient experience, revenue-cycle coordination, and compliance, quality, and safety. The supervisor also drives to assigned clinic locations as needed and must maintain a valid driver’s license and meet the organization’s driving requirements. This position is exempt and has direct reports.

Requirements

At least 2 years of leadership, supervisory, or management experience in a healthcare, medical office, or clinic setting is preferred.
Proven 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 (EMR) 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.
High school diploma or equivalent required. Equivalent experience may be considered in lieu of education.
Must maintain a valid driver’s license and meet the organization’s driving requirements.
Able to meet the position’s physical requirements, including sitting and standing and occasional light to medium lifting.

Nice To Haves

Experience with medical operations, scheduling, insurance processes, compliance, and patient services is preferred.
Associate or bachelor’s degree in healthcare administration, business administration, healthcare management, nursing, or a related field is preferred.

Responsibilities

Foster a culture of trust, accountability, collaboration, inclusion, and patient-centered care.
Lead, coach, support, and develop clinic team members; conduct performance conversations, provide feedback, recognize achievements, and support retention and career growth.
Assist with onboarding, training, mentoring, and cross-training team members.
Approve paid time off, verify and approve timecards, and ensure accurate and timely team payment in accordance with organizational policies.
Approve team mileage and other expenses through the online expense reporting system.
Address employee concerns promptly and professionally, partnering with Human Resources when appropriate.
Assist with staffing plans, scheduling, and resource allocation.
Model Commonwealth Pain & Spine’s mission, vision, values, and Patient Pledge.
Oversee daily clinic operations, patient flow, and patient experience; partner with providers on clinical operations, communication, and clinic performance.
Monitor operational and patient-experience metrics, including productivity, patient satisfaction, access, scheduling efficiency, and quality indicators; use reports and data to identify and implement improvements.
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 empathetic, clear, respectful patient communication and service excellence; address patient concerns and service recovery opportunities, monitor satisfaction feedback, and implement improvement plans.
Serve as the clinic’s primary point of contact for central revenue-cycle and business-office requests and escalations.
Ensure front-end accuracy, including patient demographics and insurance verification and eligibility.
Oversee time-of-service collections and daily close and deposit reconciliation according to policy.
Work with providers and staff to ensure timely completion of charges and encounters and resolution of 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 from the central business office to clinic staff and ensure they are followed.
Maintain working knowledge of healthcare regulations and organizational policies, including HIPAA, OSHA, and FMLA; protect patient privacy and confidentiality.
Ensure clinic safety, cleanliness, and appearance, including oversight of janitorial and facility vendors.
Ensure clinic OSHA requirements are met, including required 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 physical security, including opening and closing procedures, alarms, key and badge access, and secure storage of cash, PHI, prescription pads, and medications.
Ensure staff are trained on and drill emergency procedures, and ensure emergency equipment is checked according to schedule.
Support quality assurance, risk management, and patient-safety initiatives; report incidents, threats, and facility issues through proper channels and follow through to resolution.
Participate in audits, inspections, and compliance reviews, including routine safety and environment inspections, and own corrective action plans for findings.
Promote ethical decision-making and accountability.
Perform other duties as assigned.
Drive to assigned clinic locations as needed.