Supervisor, Ambulatory Clinics

Cottage Health•Santa Barbara, CA

About The Position

Cottage Medical Goup seeks an Ambulatory Clinics Supervisor for their CMG Primary Care Clinic - Santa Barbara responsible for overseeing all ambulatory clinics day-to day operations, supervising and coordinating clerical and administrative duties of all staff. Supervisor is responsible for planning, coordinating, controlling and management of daily ambulatory clinic operation. Responsibilities include: Supervises, motivates and coordinates staff; prepares work and time schedules that meet department's labor and FTE budgets and participates in the interview, hiring and training of department staff. Coordinates registration and clinic appointment processes. Monitors staff productivity to ensure that processes are in compliance with all local, state and federal regulations. Assists in development, interpretation and adherence to hospital and departmental policies and procedures, implementing departmental goals and objectives, utilizing system reports to monitor clinic flow efficiencies and quality. QUALIFICATIONS: All job qualifications listed indicate the minimum level necessary to perform this job proficiently. Education: Minimum: Associate's Degree or equivalent experience following the standard two years of experience equals one year or education and/or completion of CH-LDP program. Technical Requirements: Minimum: Basic MS Word, Excel, and Outlook skills. Years of Related Work Experience: Minimum: Three (3) years of work experience in a front office medical environment; experience must include demonstrated leadership capabilities. Preferred: 1 year lead or supervisory experience in a medical front office environment. Responsibilities This is not an exhaustive statement of duties, responsibilities, or requirements. Employees will be required to perform any job, with related instruction given by their supervisor, subject to reasonable accommodation. Supervises, motivates and coordinates staff; prepares work and time schedules that meet department's labor and FTE budgets and participates in the interview, hiring and training of department staff. Coordinates registration and clinic appointment processes. Monitors staff productivity to ensure that processes are in compliance with all local, state and federal regulations. Assists in development, interpretation and adherence to hospital and departmental policies and procedures, implementing departmental goals and objectives, utilizing system reports to monitor clinic flow efficiencies and quality. (30%) Serves as the initial point of contact for ambulatory clinic visits and referrals. Oversees verification of benefits and processing authorizations and pre-clinic activity and appointment registration. Coordinates the gathering of pertinent information on referred patients from various sources to complete the clinic visit process to foster a positive overall patient experience. Initiates charge capture processes for professional and facility billing to maximize revenue integrity. (25%) Monitors department KPI goals. Develops and implements action plans in response to identified gaps. Identifies, recommends and implements changes to comply with department initiatives and department specific goals. Works with the Manager and Service Line Director to develop policies and procedures and departmental goals, key performance indicators and objectives. Completes annual employee evaluations for staff assigned, including employee feedback on the performance appraisal discussion. Coaches and councils staff. Acknowledges and responds to staff attitudes, concerns and performance to make appropriate recommendations and/or suggestions for improvement; promotes and supports shared governance principles and initiatives. (25%) Develops, monitors and manages consistent clinic workflow during clinic operations and ensures adequate staff training to maintain clinic operation efficiencies. Actively pursues, participates, and recommends system improvements and solutions for existing and new systems. Maintains adequate disposable medical supplies PAR levels and troubleshoots equipment/instrumentation and facility failures for resolution to support clinic operations. (20%) Qualifications All job qualifications listed indicate the minimum level necessary to perform this job proficiently. LEVEL OF EDUCATION Preferred: Associate's Degree or equivalent experience following the standard two years of experience equals one year or education and/or completion of CH-LDP program. CERTIFICATIONS, LICENSES, REGISTRATIONS TECHNICAL REQUIREMENTS Preferred: Basic MS Word, Excel, and Outlook skills KNOWLEDGE, SKILLS, and ABILITIES All knowledge, skills, and abilities listed indicate the minimum level deemed necessary to perform this job proficiently. Ability to work independently; Takes initiative and works cooperatively in finding solutions to problems as they arise; Ability to problem solve staffing and equipment issues and make adjustments as needed. Strong interpersonal skills that reflect a positive attitude and a sense of commitment to patients, work associates, and community. Holds self and others accountable to the Code of Conduct. Ability to exercise good judgment and tact in providing strong leadership, guidance, and assistance. Able to communicate effectively and professionally with patients, physicians and fellow employees, orally and in writing, pursuant to the CH English Proficiency and Usage Policy. Leadership abilities.

Requirements

Associate's Degree or equivalent experience following the standard two years of experience equals one year or education and/or completion of CH-LDP program.
Basic MS Word, Excel, and Outlook skills.
Three (3) years of work experience in a front office medical environment; experience must include demonstrated leadership capabilities.
Ability to work independently
Takes initiative and works cooperatively in finding solutions to problems as they arise
Ability to problem solve staffing and equipment issues and make adjustments as needed.
Strong interpersonal skills that reflect a positive attitude and a sense of commitment to patients, work associates, and community.
Holds self and others accountable to the Code of Conduct.
Ability to exercise good judgment and tact in providing strong leadership, guidance, and assistance.
Able to communicate effectively and professionally with patients, physicians and fellow employees, orally and in writing, pursuant to the CH English Proficiency and Usage Policy.
Leadership abilities.

Nice To Haves

1 year lead or supervisory experience in a medical front office environment.

Responsibilities

Supervises, motivates and coordinates staff; prepares work and time schedules that meet department's labor and FTE budgets and participates in the interview, hiring and training of department staff.
Coordinates registration and clinic appointment processes.
Monitors staff productivity to ensure that processes are in compliance with all local, state and federal regulations.
Assists in development, interpretation and adherence to hospital and departmental policies and procedures, implementing departmental goals and objectives, utilizing system reports to monitor clinic flow efficiencies and quality.
Serves as the initial point of contact for ambulatory clinic visits and referrals.
Oversees verification of benefits and processing authorizations and pre-clinic activity and appointment registration.
Coordinates the gathering of pertinent information on referred patients from various sources to complete the clinic visit process to foster a positive overall patient experience.
Initiates charge capture processes for professional and facility billing to maximize revenue integrity.
Monitors department KPI goals.
Develops and implements action plans in response to identified gaps.
Identifies, recommends and implements changes to comply with department initiatives and department specific goals.
Works with the Manager and Service Line Director to develop policies and procedures and departmental goals, key performance indicators and objectives.
Completes annual employee evaluations for staff assigned, including employee feedback on the performance appraisal discussion.
Coaches and councils staff.
Acknowledges and responds to staff attitudes, concerns and performance to make appropriate recommendations and/or suggestions for improvement; promotes and supports shared governance principles and initiatives.
Develops, monitors and manages consistent clinic workflow during clinic operations and ensures adequate staff training to maintain clinic operation efficiencies.
Actively pursues, participates, and recommends system improvements and solutions for existing and new systems.
Maintains adequate disposable medical supplies PAR levels and troubleshoots equipment/instrumentation and facility failures for resolution to support clinic operations.