Pediatric Office Supervisor

Capital Area Pediatrics-posted 13 days ago
Full-time • Manager
Onsite • West Falls Church, VA
251-500 employees
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Capital Area Pediatrics offers accessible, comprehensive pediatric care to families at six practice locations throughout Northern Virginia. For both sickness and health, generations of families have chosen Capital Area Pediatrics to provide outstanding care and an exceptional patient experience. We have an opening on our Site Leadership team, for the position of Site Supervisor at our Sleepy Hollow (Falls Church) location. As part of the leadership team, our Site Supervisors are responsible for supporting the Practice Administrators by overseeing the day-to-day operations at our practice locations. You are the “flowmaster” or “air traffic controller”, ensuring smooth and efficient staff and patient workflows, including running daily huddles and making staff assignments. Critical thinking skills and a "can do" attitude are a must!

  • Working with the Practice Administrator, helps to manage the daily patient and staff schedule.
  • Provides input and aids in the decision-making process.
  • Communicates upward; ensures the Practice Administrator is “in the know”.
  • Demonstrates excellent interpersonal skills with staff, customers, and peers while contributing to a team environment.
  • Provides coverage at sites, as needed, to ensure the needs of the practice are met (for call-outs, staffing issues, etc.)
  • Participates in the Weekend Leader on Duty rotation, where leaders take turns being the “point person” for CAP, helping to problem-identify/solve/log issues encountered during the shift.
  • Under the direction of the Practice Administrator, oversees and ensures daily operations at the site.
  • Serve as the on-site leader for each site when assigned, helping to problem-identify/solve/log issues encountered.
  • Ensures all CAP policies, regulations, protocols, and policies are upheld.
  • Aids the Practice Administrator, serving as a staff trainer for new hires, rollouts of new procedures, systems, and/ or workflows.
  • Helps to develop, implement, and conduct Daily AM, mid-day, and PM checklists to ensure sites are performing optimally (for example, supplies are stocked, lights and computers are turned on, huddles are performed, staff assignments are made).
  • Performs quality checks and reviews, as assigned by the Practice Administrator.
  • Monitors computer systems and works with the appropriate parties to resolve technical systems/equipment issues.
  • Utilizes resources to maximize efficiency and problem-solve.
  • Partners with the Practice Administrator to address staffing needs including hiring, training, reviewing, and corrective action for staff.
  • Monitors timekeeping and attendance of all site staff, especially for tardiness as well as ensuring breaks and lunches are given to staff (even by covering staff to ensure these are taken).
  • Is a vital leader and contributor to the culture at CAP and is expected to be a positive leader of staff morale.
  • Builds talent through training, development, and ongoing coaching – which should be given frequently to all staff members.
  • Models professional and courteous manner with staff, patients, and parents.
  • Upholds the CAP culture at the site level through effective and timely communication.
  • Participates actively in the hiring process.
  • Monitors and course-correct patient and staff workflow for overall and optimal efficiency.
  • Demonstrates and reinforces the highest level of patient service.
  • Resolves patient issues and escalations.
  • Reviews patient satisfaction data, report data to Practice Administrator as needed.
  • Protects the reputation of CAP.
  • Under the direction of the Practice Administrator, helps to manage accounts receivable and time of service payments, including cash/checks/credit cards and performing invoice audit reviews, liaison for revenue cycle.
  • Serves as the point person for billing team members to help resolve any outstanding, revenue-impacting billing issues at the site.
  • Responsible for assisting the Practice Administrator with clinical supply and vaccine inventories; including monthly reconciliation and supply ordering to maintain par levels
  • Manages inventory, notating expiration dates and quantities, such that we are not overstocked, or overordering, and that supplies do not go wasted.
  • High school diploma or equivalent required; Health Administration degree is strongly preferred.
  • Formal supervisory or management experience in a healthcare, medical office, or related clinical setting. Experience must include direct responsibility for performance management and scheduling. Documented experience managing a team, including training, delegation, workflow management, and corrective action. Informal lead experience (e.g., “go-to person,” shift lead without direct reports) does not meet this requirement. A combination of a Health Administration, or related degree, with informal leadership experience may be considered depending on other candidate qualifications.
  • Prior experience in pediatrics, family medicine, or an ambulatory care environment.
  • Demonstrated experience overseeing daily operations, patient flow, and front-office or clinical support teams.
  • Proven ability to implement policies, ensure compliance with organizational standards, and support quality and safety initiatives.
  • Ability to give ongoing feedback, handle conflict professionally, and foster a positive and accountable team culture.
  • Strong decision-making and problem-solving skills, with the ability to manage competing priorities in a fast-paced practice.
  • Experience with electronic health records (EHR) and scheduling systems; Athena or comparable system preferred.
  • Understanding of insurance basics, referral processes, billing workflows, and front-desk operations.
  • Ability to monitor productivity, appointment metrics, and patient-experience data to drive improvements.
  • Excellent communication skills with patients, families, providers, and staff.
  • Ability to handle sensitive pediatric and family situations with compassion and professionalism.
  • Skilled in facilitating team meetings, training sessions, and communications between site staff and central administrative teams.
  • Ability to work on-site during core clinic hours, with flexibility for occasional early, late, or weekend shifts as needed. Participation in the leadership on-call rotation which requires you to be the point of contact from Friday afternoon-Sunday afternoon in a shared rotation with the other Site Supervisors.
  • Ability to stand or walk for extended periods and occasionally lift/move supplies up to 20 lbs.
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