Supervisor, Medical Office

University of Rochester•Greendale, WI

4d•$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 coordinate 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 procedures for efficient office operations, and assisting with the development of efficient and effective processes to support and manage the flow of patient care. The role also includes compiling and analyzing statistics, preparing reports, writing operating or procedural manuals, and preparing materials for publication about the department's activities. The Supervisor will assess operational needs, facilitate strategic planning, and serve as a member of a leadership team to oversee a Medical Office area, including insurance authorizations and patient reminders. They will ensure weekly reports and statistics for patient volume and cancellation rates are completed and submitted, and oversee patient communication such as follow-up calls or appointment scheduling reminders. The Supervisor will maintain clinical schedules, oversee check-in/check-out operations, and coordinate appointments. They will participate in hiring, management, and staff development, assist with staffing coverage, and oversee training and development programs. The role involves making recommendations relative to performance evaluations, addressing departmental and patient needs, and ensuring regulatory compliance. Collaboration with the Billing office is key to ensure accurate and timely registration, charge entry, and billing. The Supervisor will prepare purchase orders, maintain purchasing records, and assist with budget compilation and financial reports. They will also supervise the maintenance of patient medical records and documentation for billing and insurance. The goal is to streamline tasks and promote a patient and family-centered care environment.

Requirements

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

Responsibilities

Provides customer-focused service to support the care of patients, families and visitors in an outpatient setting.
Pre-registers patients, schedules appointments, coordinates referrals and coordinates disposition procedures.
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.