Ophthalmology and Urology Supervisor, CMG, 40 Hour Days

Medical Office Administrator

Supervises employees and activities for the efficient administration of medical office activities in a large medical practice office. Coordinates a broad range of related functions to include patient billing-related activities, patient registration and scheduling, medical transcription, medical records, budget administration, etc. Ensures and performs administrative support services for a Physician Leader, Group Practice Manager/Physician or similar position.

Ophthalmology and Urology Multi Specialty Clinic- Experience preferred

I. Major Responsibilities:

1. Monitors workflow and productivity to evaluate office performance. Takes corrective action to ensure the efficient and effective workflow.

2. Directs patient care activities. Assesses patient flow. Develops and maintains systems and processes to assure efficient flow.

3. May perform duties of a certified medical assistant if qualifications are met. MA certification must be maintained.

4. Creates a team focused environment by coordinating clerical and clinical staff to ensure quality patient care.

5. Ensures the production of correspondence, transcribed medical reports, memos, etc.

6. Ensures efficient patient registration and the scheduling of medical procedures for both inpatients and outpatients. Coordinates with hospital admitting, the O.R., testing centers, pre-admission, etc.

7. Ensures that appropriate patient information is gathered at the point of registration, and updated as appropriate, and that physician's schedules are accurately incorporated.

8. Ensures the efficient greeting of patients and visitors. Fosters quality customer service.

9. Ensures efficient processes to support billing, to include the preparation, batching, and submission of encounter forms, on-site charge entry processes, the collection of co-payments from patients and daily cash deposit, etc.

10. Maintains effective liaison with a variety of staff and management in various departments and functions such as patient accounts, registration, Health Information Management, Information Services, Human Resources, etc. Coordinates the resolution of a variety of administrative issues.

11. Ensures the processing of office administrative paperwork, such as purchase requisitions, employment requisitions, employee time sheets, expense vouchers, etc.

12. Provides guidance to departmental personnel in UMMHC administrative policies and procedures.

13. May monitor expenditures against the budget and report significant variances.

14. Ensures the efficient set-up, maintenance, filing and retrieval of medical records. Sets up and maintains extremely sensitive, confidential information.

15. Ensures adequate inventory of office supplies and the basic maintenance of office equipment. Re-orders and coordinates with Purchasing, vendors, as required. Coordinates efforts for basic facilities maintenance activities.

16. Conducts periodic employee meetings, which include feedback on medical office performance, problems and issues to foster process improvements. Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation.

17. Oversees the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities. Coordinates basic set up and maintenance of office personal computers and associated equipment. Ensures timely service.

18. Assists management in facilitating advertising and promotional activities for promoting department services to the community and outside groups.

19. Acts as a liaison with building management to assure productive work environment including office cleaning, security, safety, parking, building maintenance, grounds. Resolves any discrepancies as required.

20. Resolves patient complaints as required.

Standard Supervisor Level Responsibilities:

1. Supervises assigned personnel including performance evaluations, scheduling, orientation, and training. Makes recommendations on employee hires, transfers, promotions, salary changes, discipline, terminations, and similar actions. Resolves grievances and other personnel problems within position responsibilities.

2. Coordinates the assignment of tasks and helps resolve technical and operational problems. Evaluates the impact of solutions to ensure goals are achieved.

3. Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation and fosters the effective integration of efforts with system-wide initiatives.

4. Encourages and supports diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, respect, tolerance, civility and acceptance toward all employees, patients and visitors.

5. Integrates diversity into departmental objectives, such as hiring, promotions, training, vendor selections, etc.

6. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.

7. Ensures compliance with regulatory agencies such as Joint Commission, DPH, etc. Develops and maintains procedures necessary to meet regulatory requirements.

8. Ensures that department complies with hospital established policies, quality assurance programs, safety, and infection control policies and procedures.

9. Ensures adequate equipment and supplies for department.

10. Develops and maintains established departmental policies, procedures, and objectives.

11. Ensures compliance to all health and safety regulations and requirements.

12. Performs similar or related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications:

License/Certification/Education:

Required: 1. A.S. Degree in Business Administration or equivalent

Experience/Skill:

Required: 1. Five (5) or more years of medical administrative office experience. Strong oral and written communication. 2. Excellent interpersonal skills. Excellent organizational and analytical/problem-solving skills. 3. Ability to coordinate and organize multiple functions and activities. Proficient in computer software products such as word processing, spreadsheet, MSDITECH, IDX, etc.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies, including age-specific competencies and their measurements, will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

III. Physical Demands and Environmental Conditions:

Work is considered sedentary. Position requires work indoors in a normal office environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We're striving to make respect a part of everything we do at UMass Memorial Health for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.