Back Office Supervisor

Description

At Community Medical Centers (CMC), we’re passionate about improving health and well-being in the communities we call home. That’s why we work to ensure even our most vulnerable neighbors have affordable access to quality healthcare, regardless of age, income, or background. We offer integrated medical, dental, behavioral health, and supportive services, with a model of care that puts the patient at the center of a team-based approach. As one of the region’s largest healthcare providers, our growing network of neighborhood health centers serves over 100,000 patients in San Joaquin and Solano counties.

MISSION

Working together to improve health and well-being in our communities.

BENEFITS

• Competitive Pay
• Medical, Dental, & Vision benefits options for full-time employees
• Flexible spending account for medical expenses
• Dependent care
• Employee assistance program
• Life Insurance
• Pet Insurance
• Short Term/Long Term Disability Insurances
• 403(b) retirement saving plan with company match
• 10 paid sick days/12 Holidays/Vacations days vary on position
• In Shape Discounted Gym Membership
• Excellent growth and advancement opportunities
• Collaborative and diverse environment

POSITION SUMMARY:

The Back Office Supervisor ensures a smooth workflow for back-office staff, meet quality measures and productivity goals, and supports staff development by demonstrating compassion, generosity, Integrity, and teamwork. The Back Office Supervisor ensures that regularly clinic best practices are followed which includes but is not limited to huddles, robust phone calls, red carpeting, and quality measures. The Back Office Supervisor oversees staff performance and addresses in coordination with the Center Manager staff behavior matters.  

SPECIFIC DUTIES:

• Supervise assigned Medical Assistants and Medical Assistant Team Leader/s.
• Assist with staff recruitment, orientation, training, coaching, and skills development. 
• Complete and submit Request to Fill Forms to Human Resources to recruit Medical Assistants and Medical Assistant Team Leaders as needed.
• Complete performance evaluations for Medical Assistants and Medical Assistant Team Leaders by obtaining appropriate feedback from Center Manager.
• When needed process individual staff learning conversations to coach and discipline   staff.
• Work collaboratively with Center Manager and Human Resources to provide appropriate and timely follow-up on staff issues.
• Ensure appropriate daily staffing and coordinate changes in staff schedules.
• Review and approve or deny Extended Illness Bank and Personal Time Off requests for assigned staff members.
• Review and adjust timecards and ensure that timecards are finalized and approved on a timely basis for assigned staff members.
• Collaborate with Center Manager to develop a culture of collaborative teamwork, problem solving, positive communications, engagement, and flexibility. Act as liaison and foster positive working relationships between various teams and all staff.
• Assist and lead as needed staff meetings.
• Model, inspire, and hold staff accountable to meet Community Medical Centers, Inc.  
• initiatives.
• Use a tone of voice that is warm, welcoming, respectful, caring to develop trusting relationships with all employees and external customers.
• Embrace the Patient Centered Medical Home model and the role of assigned staff in team based care.
• Participate and collaborate as a member of the Site Management Team, including organizational planning, efficient patient flow, and planning for long term patient care.
• Participate in various meetings as assigned.
• Assist staff to resolve patient complaints.
• Review medical supplies inventory and complete medical supplies order forms to purchase supplies.
• Act as a resource for Medical Assistants and Medical Assistant Team Leaders to advise regarding clinical practices, policies, and procedures.
• Work with Medical Assistant Team Leaders to ensure that Vaccines for Children and
• Vaccines for Adults procedures are in compliance.
• Work with Medical Assistant Team Leaders to ensure that autoclave procedures are completed appropriately to ensure compliance with safety standards.
• Ensure Medical Assistants and Medical Assistant Team Leaders comply with safety measures at all times.
• Assist to establish and manage Medical Assistant trainings and annual skills assessments.
• Encourage support of leadership for training and reinforce standards and importance post training.
• Maintain professionalism and confidentiality in administration and patient care areas.
• Oversee compliance of employment compliance items that include; safety training, annual PPD testing and physical, CPR, and competency test hands-on and web training. 
• Communicate with Quality Improvement team regarding progressive improvement and guidance for assigned staff, and opportunities to advance staff skills and roles through the development, implementation, standardization, and spread of workflows, and best practices.
• Proactively and systematically approach problems from the mindset of standardizing
• Work across the clinic and across the organization while being mindful of impacts others and to the entire system by holding staff accountable for work performance.
• Lead, develop, and participate in Continuous Improvement and Quality initiatives, including monitoring and using clinical data, monthly reports, and mandatory reporting data to improve staff clinical processes and quality to patient care.
• Perform other duties as assigned.

Qualifications

MINIMUM REQUIREMENTS:

• High School Diploma or GED.
• A minimum of 2 years of ambulatory experience as a supervisor or Team Leader.  
• Medical Assistant School Certificate or LVN Professional License.
• Current CPR Certificate or ability to obtain CPR Certificate.
• FQHC/Clinic management experience preferred.
• Excellent customer service skills demonstrated ability to build effective relationships with co-workers, supervisors, and leaders.
• Travel to multiple sites is required.
• Knowledge and understanding of customs, beliefs, and needs of consumer group(s) served
• Ability to work independently with minimum on-site supervision

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of ambulatory care, CPT/ICD- 10 coding procedures and be familiar with Medi-Cal, Medicare, and commercial insurance billing procedures.
• Knowledge of Electronic Health Records systems, and other electronic systems and programs.
• Excellent social skills, professional demeanor, and leadership.  
• Ability to proceed on own initiative using independent judgment and discretion.
• Knowledge of organizational policies, regulations, and procedures to administer patient care.
• Knowledge of common safety hazards and precautions to establish a safe work environment.
• Ability to communicate effectively both verbally and in various written formats.  
• Ability to react calmly and effectively in emergency situations.      

TYPICAL PHYSICAL DEMANDS:

Requires full range of body motion including manual and finger dexterity and eye-hand coordination.  Requires standing and walking for extensive periods of time.  Occasionally lifts and carries items weighing up to 50 pounds.  Required corrected vision and hearing to normal range.  Requires working under stressful conditions or working irregular hours.

TYPICAL WORKING CONDITIONS:

Work is performed in an office environment within a clinic setting. Involves frequent contact with staff and the public. Work may be stressful at times. Contact may involve dealing with upset people.

This job description is not intended to be a complete list of all responsibilities, skills, or duties required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Community Medical Centers. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties, and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.

Community Medical Centers is an Equal Opportunity Employer. It is CMC’s policy to provide equal employment opportunities to all persons, regardless of age, national origin, race (including hair texture and hairstyle), color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit based factors.