Office Supervisor

HarmonyCares • Ann Arbor, MI

6d

About The Position

HarmonyCares is a national value-based provider of in-home primary care services 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. The role leads daily operations, workforce coordination, and patient and provider support, and implements and maintains administrative systems, workflows, procedures, and policies while overseeing practice-level projects and initiatives.

The position works with new employees, local staff, the Operations Leader, Fleet Operations, IT, Purchasing, patients, and vendors. 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 or 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 HIPPA guidelines.

Nice To Haves

• Two or more years of college experience.

Responsibilities

• Promote a positive culture of teamwork and accountability while overseeing daily market operations in accordance with the company handbook and its Mission, Vision, and Values.
• Ensure new employees receive appropriate access to platforms and tools needed for their work.
• Use and track employee timecards and attendance through electronic measures.
• Ensure and communicate staffing coverage and changes for the local market.
• Ensure staff and the office comply with OSHA standards.
• In the absence of the Operations Leader, 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 office-setting support for staff as requested by the Operations Leader, including MA, PCC, Scheduler, or Scheduling Analyst work.
• Manage fleet vehicles and related tasks for Fleet Operations.
• Perform routine office tasks needed to operate and present a professional office, coordinating with local facility contacts as needed.
• Interview, onboard, coach, and performance-manage direct reports; oversee their scheduling and manage their timecards.
• Coordinate with the IT Department as needed.
• Order clinical and office supplies for the market within budget, working with the Operations Leader and corporate purchasing department to maintain appropriate inventory levels.
• Oversee patient census, engagement, and daily schedules in collaboration with the Operations Leader and Scheduler or 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, holidays, and volunteer time
• Paid orientation and training

What This Job Offers

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