Supervisor Ambulatory Clinics - GMA Teams

Job Description

This position supervises all activities and staff for the provision of efficient business office services in a large hospital ambulatory medical clinic or group of clinics

Ensures:

• Efficient and effective customer-orientation in assigned ambulatory clinics.
• Provision of high-quality services by support staff at all sites.
• Effective oversight of all charge entry and billing procedures
• Supervision of all clinic office support staff
• Provides support to the Manager, Ambulatory Operations for monitoring and improving financial performance and operating efficiency

• Supervises the daily activities of clinical and administrative support staff: including clinic secretaries/medical secretaries, etc. Interviews, trains, evaluate and disciplines staff; makes recommendations to the Manager, Ambulatory Operations or B.O.M. as appropriate. Provides workflow analysis and job coaching. Conducts weekly staff meetings, providing effective direction, guidance, and leadership for effective teamwork and motivation. Assist in the ongoing analysis of the department'sorganizational structure, business processes and job Implements changes to improve the utilization of resources and organizational performance.
• Provides administrative support to the Otololaryngology Chair and optimally utilizes time as it relates to clinical and educational responsibilities.
• Monitors monthly budget reports. Highlights, and assists in implementing corrective action to eliminate recurring significant variances.
• Ensures and supervises procedures for the scheduling of patient treatment visits for most efficient patient flow, and for the most efficient utilization of space and physician time. Ensures distribution of schedules to physicians and staff. Ensures quality customer service. Ensures patients and visitors are greeted promptly.
• Manages referrals, including the reversal denied charges. Serves as the primary liaison with billing and accounting offices. Oversees the collection of co-payments from patients and daily cash deposits.
• Serves as primary liaison alongside BOM to resolve billing complaints. Handles patient calls and deals with patient accounts on both hospital and P.O to resolve.
• Works closely with Sr.PSC to oversee 3 front desk Patient Services Coordinators.
• Monitors Otololaryngology Residency program, which consist of 10 Residents.
• Ensures business office support activities for efficient clinic operations. This includes:
  • Oversee 9 medical secretaries who support 7 physicians.
  • Support Manager in dealing with departmental issues day to day
  • Oversee 21 Clinicians across the 3 departments, consisting of Nurse Practitioners, Physicians Assistants (2), Registered Nurse, Medical Assistant (3), Speech Pathologists and Audiologist.
  • The efficient maintenance and retrieval of all medical and business office records.
  • Automated clinical dictation system and the efficient production of transcribed medical reports, correspondence, etc.
  • The automated telephone answering system.
  • Coordination of the triaging of patient, referring physician and administrative phone calls with all clerical staff.
  • Oversight of patient encounter and scheduling activities in each clinic site (including patient encountering, referrals, procedure scheduling and follow-up visit scheduling) to ensure that the highest standards of customer service are maintained.
  • Oversight of installation, maintenance and servicing of all computer-based systems for record keeping, billing, clinical documentation, and patient scheduling.
  • Maintains and purchases all clinical office equipment and supplies. Ensures adequate inventory.
  • Coordinates efforts for facilities maintenance.
• May be responsible for coordinating the administrative aspects of medical residency/medical fellow training assignments for those assigned to the practice to include scheduling, record keeping, selection processes, etc.
• Maintains effective liaison with a variety of staff and management in various departments and functions, such as patient accounts, I.S., Human Resources, Purchasing, Maintenance, Patient Accounts, etc. Resolves a variety of administrative issues.
• Ensures the efficient processing of administrative paperwork, such as purchase requisitions, personnel requisitions, HRP's, expense vouchers, timesheets, etc. Interacts with faculty and support staff, patients and families, a wide variety of administrative personnel in Tufts MC support departments such as Payroll, Purchasing, etc.
• Ensures compliance of clinic with hospital, Joint Commission, OSHA and other standards.
• Prepares, disseminates and periodically updates standard operating procedure manuals for clerical staff and clinical fellows. Provides advice on their interpretation. Communicates and implements hospital policies and procedures in the administrative offices.
• Maintains and fosters collaborative team relationships with peers, subordinates and colleagues to effectively contribute to the working group'sachievement of goals, and to help foster a positive work environment.
• Performs other job related duties as assigned.

Qualifications

• Level of knowledge generally obtained through completion of a bachelors degree in Business Administration or a related area. Formal training in health care management preferred.
• Two to three years supervisory experience in a complex health care or human services environment, including staff training and development, job coaching and evaluation.
• Computer literacy absolutely required, including proficiency with relational databases (Access), familiarity with word-processing programs and electronic spreadsheets, and facility in learning new applications. Ability to learn and use SMS and other Tufts MC network programs required.
• Excellent knowledge of third party billing regulations and associated operations and processes.
• Excellent organizational and interpersonal skills required.
• Ability to maintain sensitive and confidential medical information.
• Analytic and quantitative skills are needed to design and produce financial and clinical reports to make resource-planning decisions.
• Ability to work both independently and as a team member.

• Works in a normal medical office setting.
• No exposure to hazardous substances, excessive dirt or noise.

Additional Information

All your information will be kept confidential according to EEO guidelines.