Clinical Office Supervisor

Summit Health CityMD•Bend, OR

4d•Onsite

About The Position

The Office Supervisor, under the supervision of the Department Manager is responsible for planning, organizing, and coordinating daily operations to ensure quality patient care and be the liaison between the Physician and staff. This role provides leadership and support in day-to-day operations within the clinical setting, serving as a role model and consultant for staff. The supervisor demonstrates the ability to make decisions, problem solve, delegate, and assure high quality and efficiency of staff, with flexibility for various work schedules. They ensure policies and procedures are communicated and adhered to, and that staff are competent in emergency protocols. Responsibilities include managing schedules, PTO requests, identifying staffing needs, monitoring overtime, coordinating training, and assisting with hiring and orientation. The role involves evaluating clinical staff, conducting performance evaluations with physician input, and implementing quality improvement processes. The supervisor monitors quality dashboards, departmental compliance with standards (OSHA, HIPPA, Occurrence Reporting), and advances technology use, including EHR and Practice Management Systems. They act as a liaison for Care Management and Care Coordination to support quality metrics like MIPS, including documentation, vitals, patient outreach, and closing care gaps. The supervisor works with the physician department chair to ensure efficient office operations, makes workflow adjustments, and communicates regularly with physicians. They serve as a resource for patient issues, maintain and expand staff competencies through audits and retraining, and increase operational efficiency through cross-training. The role also involves implementing customer service action plans, holding monthly staff meetings, and attending Department Manager meetings. Additionally, the supervisor delivers direct patient care within their scope of licensure, maintains standard precautions, collects and labels specimens, prioritizes patient care, documents in the EHR, and ensures patient identification. They communicate and provide care consistent with patient needs, maintain efficient patient flow, use EHR tasking appropriately, administer injections, perform telephone triage, and document accurately. The supervisor ensures proper preparation for patient visits, obtains vital signs, reviews medication lists, understands prescription control, documents allergies, enters orders, schedules appointments, provides referrals, adheres to safety precautions, maintains proficiency with equipment, facilitates transitions of care, checks emergency equipment logs, and assists with supply ordering. They recognize and perform unassigned duties as needed.

Requirements

2-4 Years related work experience required
Basic Life Support (BLS), required
Valid Driver’s license and Auto Insurance, required
Ability to communicate in English, both orally and in writing
Strong interpersonal and organizational skills
Ability to perform diverse work assignments with time limitations with a high degree of accuracy
Ability to use problem solving, critical thinking and priority setting skills
Knowledge of current nursing practices and protocols
Ability to lead and manage a team with Physicians, required
Standard Office Equipment (Phone, Fax, Copy Machine, Scanner, Email/Voice Mail)
Standard Office Technology in a Window based environment, EHR, PMS
Patient care equipment
Departmental/Ancillary systems as appropriate

Nice To Haves

5-8 Years preferred
Advanced Cardiac Life Support (ACLS), as required by department need
Worked directly

Responsibilities

Provides leadership and support in day-to-day operations within the clinical setting along with the Department Manager.
Serves as a role model and consultant for staff.
Demonstrates the ability to make decisions, problem solve, delegate, and assure high quality and efficiency of staff.
Demonstrates flexibility with various work schedules.
In collaboration with the Department Manager, ensures policies and procedures are properly communicated and adhered to.
Ensures staff members are competent in emergency protocol and procedures.
Completes and populates Physician and staff monthly schedules.
Manage staff PTO requests.
Identifies staffing needs in advance, assists in utilizing resources effectively.
Monitor and control overtime use.
Coordinates and assists with training, monitoring, and evaluation of staff.
Plans and assists in the hiring and orientation of new office staff.
In collaboration with Clinical Coordinator/ Department Manager, evaluates clinical staff according to SUMMIT policy and provides ongoing feedback.
Conducts an annual performance evaluation including obtaining physician input on each staff member of the department.
Works with Department Manager to implement and create action plans for SUMMIT clinical quality improvement process at the department level.
Monitor all Quality dashboards.
Monitors departmental compliance with all applicable standards (OSHA, HIPPA, Occurrence Reporting); reports compliance concerns; ensures utilization of resources for resolution of issues.
In collaboration with other teams, advances the department’s technology including the use of the information technology and the implementation and appropriate use of the Electronic Medical Record, Practice Management System, Departmental /Ancillary systems.
Serves as liaison between Care Management and Care Coordination in support of MIPS and other quality metrics which includes but not limited to; Documentation of Information obtained during visit, Vitals, Smoking, Demographic, Patient Outreach, Pre-visit Planning/3-5DLA, Outreach for Screening/pending orders, closing HM care gaps, Referral Tracking, Clinical Summaries and patient education material as well as Patient Portal communications
Works with the physician department chair to ensure efficient office operations.
Makes adjustments in workflow as necessary to ensure overall smooth functioning of the department and compliance of SUMMIT policies.
Communicates with physicians on regular basis to ensure seamless flow of communications.
Resource for department to manage patient issues and concerns; reports back to Providers and Department Manager.
Maintains and expands staff competencies, performs regular audits and retraining to ensure 8-stage workflow is being followed by clinical staff as well as implementing ongoing internal education programs and encouraging participation in outside continuing education.
Increases operational efficiency in departments through cross training of personnel.
Supports any/all Career Ladder opportunities to bring staff to their highest potential.
In collaboration with Department Manager implements customer service action plans.
Holds monthly staff meetings; communicates pertinent SUMMIT initiatives and information to staff.
Attends Department Manager’s meetings.
All other duties as assigned.
Delivers direct patient care within the scope of licensure and in accordance with SUMMIT policy.
Assumes accountability for the quality of care, which he/she has delivered including maintaining standard precautions.
Collects lab specimens according to departmental guidelines.
Accurately labels specimens.
Prioritizes patient care by implementing physician orders and nursing procedures.
Documents appropriately in the Electronic Health Record (EHR).
Assures all patients are correctly identified prior to providing and/or documenting care.
Communicates & provides care consistent with age, cultural, spiritual and developmental needs of the patient.
Maintains efficient patient flow.
Employs appropriate and timely use of Tasking in EHR.
Administers injections according to appropriate protocol.
Documents injections accurately in EHR.
Appropriately demonstrates telephone triage protocols and document in EHR.
Effectively communicates problems, concerns or issues to the Office Supervisor/Manager appropriately and promptly.
Ensures proper preparation for patient visit.
Prepares pertinent information needed for patient visit.
Obtains vital signs: BP, temp, pulse, height & weight accurately and completely as required.
Documents appropriately in EHR.
Reviews and updates medication list in EHR.
Demonstrates understanding of prescription control and prescription refill procedures.
Accurately and completely documents known allergies in EHR.
Appropriately enters orders and schedules appointments in the Practice Management System (PMS) and EHR.
Provides referrals and/or consult orders appropriately and in a timely manner in the PMS and EHR.
Appropriately adheres to universal safety precautions when administering medications and disposal of medical waste.
Maintains proficiency with department specific equipment, troubleshoots and reports malfunctions promptly.
Facilitates transition of care to UCC/Hospital.
Checks and maintains logs for emergency equipment according to policy.
Assists in ordering and maintaining of all supplies as assigned.
Demonstrates flexibility with various work schedules.
Recognizes and performs duties which need to be performed although not directly assigned.