Job Description

Job Title: Team Leader – Clinical Offices

Date: June 25, 2020

Type: This is a full-time position, days and hours of work are Monday-Friday 8 a.m.-5p.m.

Supervision Received Reports to Office Manager

Supervision Exercised: Assists office manager with staff supervision. Assumes all duties of office manager when he/she is absent.

Classification: Nonexempt

Objective: Responsible for supporting the office manager and directing, planning, and helping with coordinating all clerical, clinical and administrative office activities.

Essential Functions:

• Oversees daily office operations and delegates authority to assigned staff member, when the office manager is absent or at the request of manager.
• Helps with staff scheduling and any personnel issues at the request of manager.
• Executes office payroll and PTO requests.
• Ensures that patients are treated courteously by office staff and that other visitors are screened and directed properly.
• Opens physician and APP schedules and blocks them accordingly at the request of the Manager.
• Approves all charge/receipt summaries, deposit slips, and cash collections before it is sent to the Business Office
• Understands and manages the physician and advance practice providers schedules to achieve optimal patient flow based on provider preference.
• High level of patient service management knowledge and methods to manage critical conversations and patient needs.
• Screens calls; follows clinic guidelines, directs appropriately to Physicians, other medical personnel, administrators and support staff. Keeps records of call logs.
• Takes messages following guidelines related to timeliness and accuracy and processes appropriately.
• Places and return calls for patient concerns.
• Handles clerical work associated with incoming referrals, including insurance verification and demographic information, from outside medical sources.
• Other duties as assigned.

The jobholder must demonstrate current competencies applicable to the job position.

Education: High school diploma or GED; CMA, RMA, ABR-OE or QMA (or equivalent) REQUIRED.

Experience: Minimum three years of Front Office, or Call Center supervisory experience required, including one year in medical office.

Knowledge:

• Knowledge of organizational policies, procedures, and systems.
• Knowledge working with electronic health records (EHR/EMR) or healthcare related computer systems.
• Knowledge of patient confidentiality and HIPAA regulations.
• Knowledge of clinic office procedures.
• Knowledge of computer systems and applications.
• Knowledge of medical practices, terminology, and reimbursement policies.
• Knowledge of grammar, spelling, punctuation and sentence structure to answer
• Correspondence and prepare reports.
• Knowledge of phone reporting capabilities and analysis of work flow and call management

Skills:

• Must be able to demonstrate critical thinking skills.
• Demonstrated skills in planning, delegating and supervising
• Highly competent in problem solving and decision-making.
• Skill in planning, organizing, delegating and supervising.
• Skill in evaluating the effectiveness of existing methods and procedures.
• Skill in operating a variety of office equipment and computer programs.
• Skill in problem solving and decision-making.

Abilities:

• Ability to read, interpret and apply policies and procedures.
• Ability to communicate clearly and effectively.
• Ability to set priorities among multiple requests.
• Ability to interact with patients, medical and administrative staff, public effectively.

Travel: Some travel by personal vehicle may be required. Must have valid driver's license and current auto insurance. Standard mileage reimbursement provided by the Organization.

Work Environment:

This job operates in a clerical, office setting within a confined cubical area. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This is role requires one to sit, stand and walk for 8-9 hours per day. This would require the ability to lift objects up to 50 lbs., open filing cabinets and bend or stand on a stool as necessary. This role requires full range of motion, manual dexterity, and hand-eye coordination.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working condition may change as needs evolve at any time with or without notice.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working condition may change as needs evolve at any time with or without notice.

Requirements

Education: High school diploma or GED; CMA, RMA, ABR-OE or QMA (or equivalent) REQUIRED.