Office Supervisor

HarmonyCares • Ann Arbor, MI

5d

About The Position

HarmonyCares is a national value-based provider of in-home primary care for people with complex healthcare needs. The Office Supervisor provides administrative and operational leadership and directly supervises and develops front-office and clinical support team members. Depending on market size and scope, direct reports may include Clinical Partners, Scheduler Analysts, and Patient Health Coordinators. This people-leadership role supports effective daily operations, workforce coordination, and high-quality patient and provider support.

The Office Supervisor implements and maintains administrative systems, workflows, procedures, and policies, and oversees practice-level projects and initiatives. The role works closely with clinical and operational leadership and supports local staff, patients, vendors, and other company departments. Employees may also be assigned other job-related duties as requested.

Requirements

• Associate’s degree or two years of supervisory experience; relevant years of experience may substitute.
• At least one year of experience in a management/lead administrative role.
• Valid, unencumbered driver’s license and good driving record.
• Strong computer skills, including navigation of an EMR, Microsoft Office, and Windows.
• Knowledge of medical terminology.
• Ability to maintain confidentiality and follow HIPAA guidelines.

Nice To Haves

• Two or more years of college experience.

Responsibilities

• Promote teamwork and accountability while overseeing daily market operations in accordance with the company handbook and its Mission, Vision, and Values.
• Ensure new employees have appropriate access to the platforms and tools needed for their work.
• Use and track employee timecards and attendance through electronic measures.
• Communicate and ensure staffing coverage and changes for the local market.
• Ensure staff and the office comply with OSHA standards.
• In the Operations Leader’s absence, conduct and attend meetings with internal and external customers to maintain professional relationships.
• Partner with clinical and operational leadership to promote collaboration, accountability, and continuous improvement across care teams.
• Provide backup or assist in the office setting for staff, as requested by the Operations Leader, including MA, PCC, and Scheduler/Scheduling Analyst functions.
• Manage fleet vehicles and tasks associated with the Fleet Operations Department.
• Perform routine office tasks needed to maintain the operation and professional presentation of the office, including coordinating with local facility contacts.
• Interview, onboard, coach, and manage the performance, schedules, and timecards of direct reports.
• Coordinate with the IT Department as needed.
• Order clinical and office supplies within the market budget, working with the Operations Leader and corporate purchasing department to track inventory and maintain appropriate supply levels.
• Oversee and manage patient census, engagement, and daily schedules in collaboration with the Operations Leader and Scheduler/Scheduling Analyst.
• Oversee patient inactivation processes in the local market.
• Prioritize patient satisfaction, address patient concerns, and escalate issues to the Operations Leader, compliance, or legal as appropriate.
• Document in the EMR and monitor task completion.

Benefits

• Health, dental, vision, disability, and life insurance
• 401(k) retirement plan with company match
• Tuition, professional license, and certification reimbursement
• Paid time off
• Paid holidays
• Paid volunteer time
• Paid orientation and training

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree