Supervisor, Medical Office

University of Rochester•Minneapolis, MN

2d•$26 - $35•Onsite

About The Position

Provides customer-focused service to support the care of patients, families, and visitors in an outpatient setting. The Supervisor, Medical Office oversees the daily operations of one or more medical offices and coordinates and supervises the daily activities of a support, production, or operations team. The role sets team priorities and works with leadership to recommend and implement procedures that support efficient office operations and the flow of patient care, from initial referral through follow-up. The position serves on a leadership team overseeing a Medical Office area, including insurance authorizations, patient communications, clinical scheduling, check-in and check-out operations, and appointment coordination. It oversees reporting on patient volume and cancellations, supervises staff and training, supports staffing coverage, and helps address departmental, clinical, and patient needs. The role also supports regulatory compliance, billing and registration functions, purchasing and financial reporting, and the maintenance of medical records and billing documentation.

Requirements

Bachelor's degree and 2 years of relevant experience, or an equivalent combination of education and experience.

Responsibilities

Supervise the daily operations of one or more medical offices and coordinate the daily activities of office support or operations staff.
Work with leadership to recommend and implement procedures for efficient office operations and effective patient-care flow.
Compile and analyze statistics; prepare analytical and evaluative reports and operating or procedural manuals or instructions as needed.
Prepare materials for publication about departmental activities.
Assess office operational needs, participate in strategic planning meetings and projects, and collaborate with other divisions.
Oversee insurance authorizations and calls reminding patients about procedures one week in advance.
Ensure weekly reports and statistics on patient volume and cancellation rates are completed and submitted.
Oversee timely patient communications, including follow-up calls and appointment reminders.
Maintain clinical schedules for surgeons and advance practice providers.
Supervise check-in and check-out operations and appointment coordination in collaboration with administrative staff.
Participate in interviewing, hiring, managing, and developing staff; help ensure adequate staffing and adjust coverage when staffing issues arise.
Oversee staff training and development and participate in developing and coordinating training programs for technical staff.
Work with leadership to make recommendations regarding performance evaluations.
Address departmental, clinical, and patient needs and provide resolutions that support efficient office operations.
Ensure regulatory compliance at the office location.
Coordinate with the Billing office and internal staff to ensure registration, charge entry, and billing are accurate, timely, and compliant.
Prepare purchase orders for academic and office supplies, exercise signing authority for non-capital items, and maintain purchasing records and documentation.
Assist with compiling and preparing data for operating grant budgets and financial reports; prepare analyses, allocate expenses, coordinate expenditures and controls, and review and approve invoices.
Supervise maintenance of patient medical records, billing documentation, and completion and submission of documents related to patient-care insurance.
Identify operational concerns and provide resolutions to streamline tasks and promote a patient- and family-centered care environment.
Perform other duties as assigned.