Front Office Secretary Supervisor, McCandless

UPMC•McCandless, PA

1d•Onsite

About The Position

The Front Office Secretary Supervisor oversees front office operations and clerical staff at the Rehabilitation Institute outpatient clinic in McCandless. The role coordinates administrative support for the Facility Director and supervisors and helps provide a welcoming, efficient patient experience. It works closely with therapists, clinical leadership, billing, authorization and pre-arrival teams, and management to support accurate registration, scheduling, and reimbursement processes. This supervisory position includes morning, midday, and evening shifts. Weekends and holidays are not required.

Requirements

Bachelor's degree and 3–5 years of experience in an administrative management or fiscal setting; an equivalent combination of education and experience will be considered.
Excellent written and oral communication and organizational skills at a senior administrative level.
Ability to maintain confidentiality and complete assignments in a timely manner while demonstrating initiative and creativity.
Good working knowledge of word processing and spreadsheet software, including Word and Excel.
Excellent data-entry and computer software application skills, and a desire to maximize the use of technology to automate processes.
Ability to prioritize a heavy workload.
Detail-oriented, with excellent communication and interpersonal skills.
Ability to respond appropriately to telephone inquiries.
Act 33 clearance with renewal.
Act 34 clearance with renewal.
Act 73 FBI Clearance with renewal.

Nice To Haves

Knowledge of medical terminology, ICD-9, and CPT coding is preferred.

Responsibilities

Supervise clerical support staff, coordinate daily workflows and office coverage, and adjust priorities to meet facility needs. Implement office procedures and quality controls to ensure timely, accurate work that meets productivity standards.
Support patient scheduling, registration, check-in, insurance verification, and authorization. Prepare new patient charts with required therapy and billing forms, direct or escort patients to treatment areas, and notify therapists when patients are ready.
Receive and post front desk payments, enter payments and adjustments, and securely deposit payments at the bank as needed. Assist with Medicare and non-Medicare billing and collections, follow payer-specific procedures, and provide requested documentation to insurance carriers.
Provide backup coverage for reception, transcription, insurance office, and billing functions. Answer calls, complete typing requests, distribute and update forms and policies, maintain contact lists, and track and file employee paperwork.
Support hiring and onboarding by scheduling interviews, completing reference checks, training clerical and clinical staff on office procedures and billing changes, and orienting volunteers and clinical staff using the facility checklist. Request email access and identification badges for new clerical staff.
Assist with performance evaluations for clinical support staff, track clinic evaluation dates, and ensure completion of annual assessments and testing. Address issues involving clerical staff and rehabilitation aides, initiate personnel actions through the Administrative Assistant, and use independent judgment when established guidance is unavailable or the Administrative Assistant is absent.
Maintain calendars and coordinate meetings and appointments. Distribute office coverage and aide appointment schedules, communicate clinic schedule changes, track and distribute paid time off calendars and requests, verify available balances, arrange coverage for STO and UTO, serve as backup payroll timekeeper, and submit mileage and expense reimbursement requests.
Prepare evaluations, progress notes, discharge summaries, meeting minutes, correspondence, and reports as requested. Perform Notary Public duties as requested and maintain confidentiality.
Maintain office supply inventory and equipment; prepare office and special medical supply requisitions in accordance with UPMC purchasing procedures; distribute mail and correspondence; make copies; and maintain office bulletin boards.
Compile, tabulate, and present operational statistics, including year-end statistics, missing charges and information reports, Work Partners reports, and other requested reports. Forward reports to the appropriate personnel.
Build effective working relationships with patients, physicians, supervisors, coworkers, and the public through caring, supportive customer service. Help resolve office concerns and maintain a positive, professional environment.
Participate in staff and clerical department meetings, professional development, and in-service education. Follow and encourage adherence to Centers for Rehab Services policies, the Corporate Compliance Program, and the Code of Conduct, and report suspected unethical, incompetent, or illegal conduct to appropriate individuals.
Perform other assigned duties in support of the organization’s mission.