Clinic Office Supervisor

Overview

Forefront Dermatology is Hiring

• Clinic Office Supervisor !! Monday
• Friday Schedule Monday
• Thursday 8:00AM - 5:00 PM Friday 8:00 AM - 1:00 PM Oversight and travel to Grand Haven and Hastings clinics weekly - as needed Summary The Office Supervisor, under the supervision of the clinic physician(s), Office Manager and/or Regional Clinic Manager, promotes the values and mission statement of Forefront Dermatology and provides daily on-site leadership and effective management of clinic operations and ensures high levels of patient customer service, operational efficiency, physician, mid-level provider, and employee satisfaction. An Office Supervisor may oversee multiple clinics via a combination of on-site and remote management, requiring travel. The Office Supervisor may serve as the clinic Site Compliance Supervisor for the clinic Education: Associate's degree with emphasis in Networking, Bachelor’s degree in IT or Computer Science, or relevant work experience is preferred. Experience with Cisco routers and switches is preferred. Experience with Microsoft Server 2008/2012/2016 and Microsoft active directory is preferred. Experience in a medical environment is a plus.

Responsibilities

1. Team Leadership & Clinic Operations Maximizes clinic efficiency, productivity, teamwork, and patient service levels by providing daily leadership, supervision, and direction to Registered Nurses, Licensed Practical Nurses, Medical Assistants, Histotechnicians, Laboratory Staff, and Pathologist Assistants in alignment with organizational goals and objectives.

Responsibilities include

Serving as a resource for troubleshooting workflow, equipment, electronic health record (EHR), and operational issues. Identifying, addressing, and resolving departmental concerns. Recommending and implementing process improvement and workflow efficiency initiatives. Maintaining regular communication with the Regional Clinic Manager and/or Office Manager. 2. Financial & Cost Management Partners with clinic leadership to monitor and manage direct clinic expenses.

Responsibilities include

Maintaining inventory levels for medical, office, and cosmeceutical supplies. Monitoring and managing clinic labor costs. Reviewing overtime, extra time, and critical pay expenses. Monitoring alternate clinic coverage costs. Assisting with physician scheduling to support net-neutral vacation coverage when possible. 3. Scheduling & Time-Off Management Oversees staffing schedules to ensure appropriate coverage and operational efficiency.

Responsibilities include

Creating and/or reviewing schedules for clinical and reception staff. Managing schedule changes to support clinic operations. Ensuring preliminary schedules are prepared at least three months in advance. Ensuring finalized schedules are posted at least two pay periods in advance. Reviewing and approving PTO requests while maintaining adequate staffing levels. 4. Payroll Administration Ensures accurate payroll processing and compliance with scheduling expectations.

Responsibilities include

Reviewing employee timesheets for accuracy and compliance with scheduled hours. Approving time records for biweekly payroll processing. Monitoring payroll reports for overtime and extra-time trends. 5. Recruitment & Hiring Supports recruitment, selection, and hiring activities for clinical and reception staff positions. 6. Onboarding & Training Assists with onboarding and training new employees to ensure competency and compliance with departmental policies, procedures, and expectations. 7. Office Supervisor Responsibilities Provides oversight of daily office operations and staff performance.

Responsibilities include

Assisting with employee performance management and annual performance evaluations. Ensuring timely responses to phone messages, faxes, and interdepartmental communications. Overseeing prior authorization processes and maintaining a tracking system from initiation through completion. Training and supervising new staff members.

Coordinating ongoing staff education, including annual compliance training such as OSHA, HIPAA, and Laser Safety requirements. 8. CLIA Compliance (Where Applicable) Responsibilities include: Preparing for and participating in CLIA inspections and surveys. Maintaining oversight of quality assurance and quality control documentation under the direction of the Laboratory Director and Regional Clinic Manager. Coordinating proficiency testing activities and ensuring timely completion. Facilitating troubleshooting efforts with technical supervisors, manufacturers, consultants, and other appropriate resources when quality issues arise. Providing staff coaching, retraining, or corrective action as necessary. 9. Regulatory & Operational Compliance Completes all required daily, weekly, monthly, and quarterly checklists within established deadlines. 10. Clinical Support & Workforce Management Effectively manages time to support all assigned clinics and departments while maintaining operational and supervisory responsibilities.

Responsibilities include

Providing hands-on clinical support as directed by the Regional Clinic Manager and based on staffing needs. Maintaining clinical knowledge and understanding of workflows, patient quality measures, and patient satisfaction initiatives. Supporting clinic operations across multiple locations as assigned. 11. Staffing Coverage Coordination Receives employee call-ins, arranges coverage for open shifts, and communicates staffing needs with Team Leaders and the Regional Clinic Manager. 12. Patient Financial Support Provides procedure estimates at patient request and ensures accurate communication of anticipated costs. 13. Observation & Shadowing Programs Coordinates job shadow and observational experiences in accordance with organizational guidelines. 14. Patient Concern Resolution Serves as the initial point of contact for patient concerns and escalates issues to the Regional Clinic Manager as appropriate. 15. Practice Promotion & Community Engagement Supports practice marketing efforts by coordinating clinic events, promotions, and patient engagement activities. 16. Subject Matter Expertise Acts as a role model and subject matter expert regarding organizational policies, procedures, equipment, and technology implementations. 17. Accounts Receivable Support Ensures front desk staff maintain timely collection efforts for patient accounts receivable balances. 18. Additional Duties Performs other duties and responsibilities as assigned.

Qualifications

Education

& Experience Candidates must meet one of the following qualifications: Successful completion of a degree or certification program in a medical support field, business, or a related discipline; or Minimum of two (2) years of dermatology experience; or Minimum of five (5) years of relevant healthcare, clinical operations, or leadership experience; or Demonstrated leadership experience within the organization or equivalent experience in a healthcare setting.

Preferred Qualifications

Two (2) years of dermatology and/or Mohs surgery experience. Previous supervisory or team leadership experience in a healthcare environment. Licensure & Certifications Must maintain all required state certifications, licenses, and registrations necessary to perform job responsibilities. Knowledge, Skills & Abilities Demonstrated leadership ability, including serving as a positive role model through professionalism, adaptability, accountability, and effective management of multiple priorities.

Strong organizational, communication, interpersonal, and problem-solving skills. Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Ability to work effectively and collaboratively with providers, staff, patients, leadership, and external partners. Ability to prioritize responsibilities, manage competing demands, and multitask in a fast-paced environment.

Ability to work independently while contributing to overall team success. Ability to use time effectively and contribute to operational efficiency and continuous improvement initiatives. Ability to maintain confidentiality and handle sensitive information in accordance with organizational policies and applicable regulations.

Valid U.S. driver's license with an acceptable driving record. Ability to travel between clinic locations as business needs require. Physical Demands Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Ability to communicate effectively in a multi-clinic and fast-paced healthcare environment.

Ability to operate standard office equipment, including computers, telephones, printers, copiers, and scanners. Ability to communicate effectively in person, by telephone, and through electronic communication methods. Ability to sit, stand, walk, bend, and move throughout the workday as required. Ability to occasionally lift, carry, push, or pull office and clinical materials consistent with job responsibilities.

Ability to travel to assigned clinic locations as needed. HIPAA Access Classification Level I: Full Access Routine access to patient health information necessary to perform assigned job duties, including the appropriate use and disclosure of protected health information (PHI) in accordance with organizational policies and applicable regulations.

Level II: Modified Access Access to limited patient information necessary to support assigned job functions and responsibilities. Level III: Minimal Access Access to patient information only on a case-by-case basis as authorized by a supervisor. Forefront will never request personal information, such as your social security number or banking information, via text or email.

In addition, Forefront does not use external messaging applications such as WireApp or Skype to communicate with candidates. If you receive communication or requests of this nature, delete them. Forefront Dermatology is committed to providing equal employment opportunity and maintaining a workplace for employees and applicants that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact hr@forefrontderm.com to let us know the nature of your request and your contact information.

1. Team Leadership & Clinic Operations Maximizes clinic efficiency, productivity, teamwork, and patient service levels by providing daily leadership, supervision, and direction to Registered Nurses, Licensed Practical Nurses, Medical Assistants, Histotechnicians, Laboratory Staff, and Pathologist Assistants in alignment with organizational goals and objectives.

Responsibilities include

Serving as a resource for troubleshooting workflow, equipment, electronic health record (EHR), and operational issues. Identifying, addressing, and resolving departmental concerns. Recommending and implementing process improvement and workflow efficiency initiatives. Maintaining regular communication with the Regional Clinic Manager and/or Office Manager. 2. Financial & Cost Management Partners with clinic leadership to monitor and manage direct clinic expenses.

Responsibilities include

Maintaining inventory levels for medical, office, and cosmeceutical supplies. Monitoring and managing clinic labor costs. Reviewing overtime, extra time, and critical pay expenses. Monitoring alternate clinic coverage costs. Assisting with physician scheduling to support net-neutral vacation coverage when possible. 3. Scheduling & Time-Off Management Oversees staffing schedules to ensure appropriate coverage and operational efficiency.

Responsibilities include

Creating and/or reviewing schedules for clinical and reception staff. Managing schedule changes to support clinic operations. Ensuring preliminary schedules are prepared at least three months in advance. Ensuring finalized schedules are posted at least two pay periods in advance. Reviewing and approving PTO requests while maintaining adequate staffing levels. 4. Payroll Administration Ensures accurate payroll processing and compliance with scheduling expectations.

Responsibilities include

Reviewing employee timesheets for accuracy and compliance with scheduled hours. Approving time records for biweekly payroll processing. Monitoring payroll reports for overtime and extra-time trends. 5. Recruitment & Hiring Supports recruitment, selection, and hiring activities for clinical and reception staff positions. 6. Onboarding & Training Assists with onboarding and training new employees to ensure competency and compliance with departmental policies, procedures, and expectations. 7. Office Supervisor Responsibilities Provides oversight of daily office operations and staff performance.

Responsibilities include

Assisting with employee performance management and annual performance evaluations. Ensuring timely responses to phone messages, faxes, and interdepartmental communications. Overseeing prior authorization processes and maintaining a tracking system from initiation through completion. Training and supervising new staff members.

Coordinating ongoing staff education, including annual compliance training such as OSHA, HIPAA, and Laser Safety requirements. 8. CLIA Compliance (Where Applicable) Responsibilities include: Preparing for and participating in CLIA inspections and surveys. Maintaining oversight of quality assurance and quality control documentation under the direction of the Laboratory Director and Regional Clinic Manager. Coordinating proficiency testing activities and ensuring timely completion. Facilitating troubleshooting efforts with technical supervisors, manufacturers, consultants, and other appropriate resources when quality issues arise. Providing staff coaching, retraining, or corrective action as necessary. 9. Regulatory & Operational Compliance Completes all required daily, weekly, monthly, and quarterly checklists within established deadlines. 10. Clinical Support & Workforce Management Effectively manages time to support all assigned clinics and departments while maintaining operational and supervisory responsibilities.

Responsibilities include

Providing hands-on clinical support as directed by the Regional Clinic Manager and based on staffing needs. Maintaining clinical knowledge and understanding of workflows, patient quality measures, and patient satisfaction initiatives. Supporting clinic operations across multiple locations as assigned. 11. Staffing Coverage Coordination Receives employee call-ins, arranges coverage for open shifts, and communicates staffing needs with Team Leaders and the Regional Clinic Manager. 12. Patient Financial Support Provides procedure estimates at patient request and ensures accurate communication of anticipated costs. 13. Observation & Shadowing Programs Coordinates job shadow and observational experiences in accordance with organizational guidelines. 14. Patient Concern Resolution Serves as the initial point of contact for patient concerns and escalates issues to the Regional Clinic Manager as appropriate. 15. Practice Promotion & Community Engagement Supports practice marketing efforts by coordinating clinic events, promotions, and patient engagement activities. 16. Subject Matter Expertise Acts as a role model and subject matter expert regarding organizational policies, procedures, equipment, and technology implementations. 17. Accounts Receivable Support Ensures front desk staff maintain timely collection efforts for patient accounts receivable balances. 18. Additional Duties Performs other duties and responsibilities as assigned.

Education

& Experience Candidates must meet one of the following qualifications: Successful completion of a degree or certification program in a medical support field, business, or a related discipline; or Minimum of two (2) years of dermatology experience; or Minimum of five (5) years of relevant healthcare, clinical operations, or leadership experience; or Demonstrated leadership experience within the organization or equivalent experience in a healthcare setting.

Preferred Qualifications

Two (2) years of dermatology and/or Mohs surgery experience. Previous supervisory or team leadership experience in a healthcare environment. Licensure & Certifications Must maintain all required state certifications, licenses, and registrations necessary to perform job responsibilities. Knowledge, Skills & Abilities Demonstrated leadership ability, including serving as a positive role model through professionalism, adaptability, accountability, and effective management of multiple priorities.

Strong organizational, communication, interpersonal, and problem-solving skills. Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Ability to work effectively and collaboratively with providers, staff, patients, leadership, and external partners. Ability to prioritize responsibilities, manage competing demands, and multitask in a fast-paced environment.

Ability to work independently while contributing to overall team success. Ability to use time effectively and contribute to operational efficiency and continuous improvement initiatives. Ability to maintain confidentiality and handle sensitive information in accordance with organizational policies and applicable regulations.

Valid U.S. driver's license with an acceptable driving record. Ability to travel between clinic locations as business needs require. Physical Demands Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Ability to communicate effectively in a multi-clinic and fast-paced healthcare environment.

Ability to operate standard office equipment, including computers, telephones, printers, copiers, and scanners. Ability to communicate effectively in person, by telephone, and through electronic communication methods. Ability to sit, stand, walk, bend, and move throughout the workday as required. Ability to occasionally lift, carry, push, or pull office and clinical materials consistent with job responsibilities.

Ability to travel to assigned clinic locations as needed. HIPAA Access Classification Level I: Full Access Routine access to patient health information necessary to perform assigned job duties, including the appropriate use and disclosure of protected health information (PHI) in accordance with organizational policies and applicable regulations.

Level II: Modified Access Access to limited patient information necessary to support assigned job functions and responsibilities. Level III: Minimal Access Access to patient information only on a case-by-case basis as authorized by a supervisor.