Supervisor, Medical Office

University of Rochester•Town of Perinton, NY

1d•$26 - $35•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. This role provides customer-focused service to support the care of patients, families, and visitors in an outpatient setting. The Supervisor will pre-register patients, schedule appointments, coordinate referrals, and manage disposition procedures. They will coordinate and supervise the daily activities of a support, production, or operations team, setting priorities to ensure task completion. The position involves supervising the daily operations for one or more medical offices, working with leadership to recommend and implement efficient procedures, and assisting in developing processes to manage patient care flow. The role also includes compiling and analyzing statistics, preparing reports, and writing operating manuals. The Supervisor will assess operational needs, facilitate strategic planning, and collaborate with other divisions. They will serve as a member of a leadership team to oversee a Medical Office area, including insurance authorizations and patient reminders. Ensuring weekly reports on patient volume and cancellation rates are completed and submitted, and overseeing patient communication for follow-up calls or appointment reminders are key responsibilities. Maintaining clinical schedules for surgeons and advance practice providers, and supervising check-in/check-out operations are also part of the role. Additionally, the Supervisor will participate in interviews, hiring, management, and staff development, ensuring adequate staffing and overseeing training. They will work with leadership on performance evaluations, address departmental needs, and ensure regulatory compliance. Collaboration with the Billing office for accurate registration, charge entry, and billing is required, along with preparing purchase orders and managing related documentation. The role also involves assisting with grant budgets and financial reports, preparing analyses, allocating expenses, and coordinating expenditures. Finally, the Supervisor will oversee the maintenance of patient medical records and documentation for billing and insurance, working to streamline tasks and promote a patient and family-centered care environment.

Requirements

Bachelor's degree and 2 years of relevant experience required
Equivalent combination of education and experience

Responsibilities

Coordinates and supervises the daily activities of a support, production or operations team.
Sets priorities for the team to ensure task completion.
Supervises the daily operations for one or more medical offices.
Works with leadership to recommend and implement procedures for efficient office operations.
Assists with the development of efficient and effective processes to support and manage the flow of patient care, from initial referral to follow up.
Compiles and analyzes statistics, prepares analytical and evaluative reports, and writes operating or procedural manuals or instructions, as needed.
Prepares materials for publication about the department's activities.
Assesses operational needs of the offices by working closely with leadership.
Facilitates and participates in strategic planning meetings and projects, and collaborates with other divisions.
Serves as a member of a leadership team to oversee a Medical Office area, including insurance authorizations and phone calls reminding patients of procedure one week prior.
Ensures weekly report and statistics for patient volume and cancellation rates are completed and submitted.
Oversees patient communication, such as follow-up calls or appointment scheduling reminders, are completed in a timely and efficient manner.
Maintains clinical schedules for surgeons and advance practice providers.
Supervises check-in/check-out operations and coordination of appointments, working closely with administrative staff.
Participates in interviews, hiring, management, and developing staff in a designated office.
Assists with ensuring the site is fully staffed, adjusting coverage when staffing issues arise.
Oversees training and development of area staff.
Participates in the development and coordination of training programs for technical staff.
Works with leadership to make recommendations relative to performance evaluations.
Addresses departmental, clinical, and patient needs to provide resolutions for an efficient and streamlined office.
Ensures regulatory compliance at the office location.
Works with the Billing office and internal staff to ensure registration, charge entry and billing functions are performed in an accurate, timely manner, and meet all compliance guidelines.
Prepares all purchase orders related to academic and office supplies and has signing authority for non-capital items.
Maintains appropriate purchasing records and documentation, as needed.
Assists with the compilation and preparation of data for operating grant budgets and for financial reports.
Prepares analyses and allocates expenses.
Coordinates expenditures and controls.
Reviews and approves invoices.
Supervises the maintenance of patient medical records, documentation for billing, and completion/submission of documents regarding patient care insurance.
Works to streamline tasks and promotes a patient and family centered care environment, by identifying areas of concern and providing resolution.
Other duties as assigned.