Office Supervisor - Internal / Family Medicine

Summit Health CityMD•Montclair, NJ

7d•Onsite

About The Position

The Office Supervisor, under the supervision of the Clinical Coordinator, is responsible for planning, organizing, and coordinating daily operations to ensure quality patient care and serve as the liaison between the Physician and staff. This role provides leadership and support in day-to-day operations within the clinical setting, acting as a role model and consultant for staff. The Office Supervisor collaborates with the Clinical Coordinator/Director to ensure policies and procedures are communicated and adhered to, and that staff are competent in emergency protocols. They manage physician and staff schedules, including PTO requests, and identify staffing needs while monitoring and controlling overtime. The position involves coordinating staff training, conducting annual performance evaluations with physician input, and working with QI and Clinical Services to implement quality improvement processes. A key aspect of this role is advancing the department's technology, including the use of IT and EHR systems, and taking a lead role in program development to increase clinical services and interdepartmental coordination. The Office Supervisor works with the physician POD Liaison to ensure efficient office operations, workflow adjustments, and compliance with policies. They maintain and expand staff competencies through ongoing education and cross-training. The role requires providing status updates on office operations to the clinical practice manager, collaborating on departmental functioning, and attending meetings. Responsibilities also include acting as a patient advocate, monitoring compliance with OSHA and HIPPA, and responding effectively in emergency situations.

Requirements

Associate’s Degree Required
2-4 Years related work experience required
New Jersey State License as required
Valid Drivers license and Auto Insurance, required
Advanced Cardiac Life Support (ACLS), 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

Bachelor’s Degree, Preferred
5-8 Years preferred
Basic Life Support (BLS), preferred

Responsibilities

Provides leadership and support in day to day operations within the clinical setting along with the Pod Liaison, Clinical Coordinator/ Director.
Serves as a role model and consultant for staff.
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.
Maintains the automated schedule.
Manage staff PTO requests.
Identifies staffing needs in advance, assists in utilizing resources effectively.
Monitor and control overtime use.
Manage weekly staff swipe reports.
Coordinates training of all staff.
Conducts an annual performance evaluation including obtaining physician input on each staff member of the department.
Works with QI and Clinical Services to implement and create action plans for SMG clinical quality improvement process at the POD level.
Ensures the utilization of the CQS Physician Dashboard.
Advances the department’s technology including the use of the information technology and the implementation and appropriate use of the Electronic Medical Record.
Takes a lead role in POD program development in order to foster an increase in clinical services, advancing technology and further interdepartmental coordination of care.
Works with the physician POD Liaison to ensure efficient office operations, adjustments in workflow as necessary, overall smooth functioning of the department and compliance of SMG policies.
Maintains and expands staff competencies by implementing ongoing internal education programs and encouraging participation in outside continuing education.
Works with the physician POD Liaison to ensure the extraordinary customer service quality is provided to our patients.
Anticipates staff training requirements to maintain smooth department functioning.
Cross trains personnel to other functions where appropriate.
Provides status of office operations to the clinical practice manager in a timely manner.
Collaborates with clinical practice on departmental functioning, efficiency and growth opportunities.
Holds monthly staff meetings.
Attends clinical practice manager’s meetings.
Consults and communicates with other departments in a professional manner.
All other duties as assigned.
Responds effectively in emergency situations, adequately trains staff in emergency response protocols and policies.
Acts as a patient advocate, upholding patient rights.
Monitors departmental compliance with all applicable standards (OSHA, HIPPA): reports compliance concerns; Ensures utilization of resources for resolution of issues.