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Administrative Supervisor

Administrative Supervisor

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# of Openings 
630 Plantation Street
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This position will start off overseeing the check in staff at Plantation Street and will transition into Supervising our  Centralized Check in area at our new building at Neponset Street in September.  The current position supports Primary Care, while the new Centralized area will support the Site which also includes Specialty and Ancillary Departments. Details of this transtition will be made available upon interview.


Supervises assigned personnel including performance evaluations, scheduling, orientation, and training. Makes recommendations on employee hire, transfers, promotions, salary changes, discipline, terminations, and other similar actions.

Resolves grievances and other personnel problems within position responsibilities. Provides input based on observations related to counseling and disciplinary issues. Implements corrective actions plans as required.

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

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

Participates in the development and recommendation of the operating and capital budgets for the areas managed. Manages activities to ensure financial goals met. Monitors expenditures for compliance to approved budget. Resolves discrepancies.

Plans, implements and evaluates the assigned staffing needs on a daily basis to adequately support patient care. Assigns staff based upon patient needs, practice volume, staff qualifications and department policy.

Processes payroll for assigned staff following standard procedures. Ensures time off and adjustments to time are accurately recorded in the payroll system. Resolve discrepancies as required.

Ensures staff are trained and provided with updates on the EMR workflows as required.

Oversees the point of service collections and overdue balance processes. Ensure standard process is followed. Resolves discrepancies within position responsibilities.

Ensures staff follows up on referral orders (scheduled orders) and appropriate internal authorizations are obtained.

Monitors and maintains daily deposit process following standard procedure.

Provides regular feedback to staff including progress, recognition, coaching, etc. MM208 Supv, Administrative


Monitors a variety of processes/reports such as next available appointment, no show, encounter form control, referrals, recalls, registration audit report, monitors patient call for feedback, etc. Resolve discrepancies within position responsibility.

Achieves and retains super-user status on current system software to best manage provider’s appointment schedules. Creates and maintains Provider Schedules for all providers following standard protocol and following provider contractual obligations as required. Provides training and support to all members of the site/department on the procedures and current software.

Maintains existing provider schedules, changes and updates as needed. Communicates changes to appropriate parties as assigned. Monitors Provider Schedules for accuracy and ensures they adhere to the standards/policies for appointment schedules. Follows up with team leaders/managers as appropriate.

Ensures staff address all EMR in basket messages in a timely fashion.

Assists Practice Manager/Site Administrator or others in responding to patient concerns as needed. Monitors and addresses patient complaints within position responsibility. Ensures the highest level of patient satisfaction. Works with physicians and others to address and prevent problems.

Creates an environment that nurtures empowerment of administrative staff members; encourages the development of self-directed work teams; proactively pursue and encourage continuous quality management and innovation.

Demonstrates an ability to work effectively and communicate frequently with all members of the patient care and administrative team; orchestrates and actively participates in daily huddles to promote effective communication with staff, providers and other members of the interdisciplinary team. Acts as a positive role model for staff.

Utilizes and maintains equipment to ensure maximum efficiency.

Ensures compliance with department standard operating procedures, notifies Practice Manager/Site Administrator or others of discrepancies.

Assists in developing policies and programs within the department.

Processes check requests, mileage, expense forms, etc. following standard procedures.

Ensures compliance with regulatory agencies. Develops and maintains procedures necessary to meet regulatory requirement.

Ensures that assigned area comply with department established policies, HIPAA, AIDET, quality assurance programs, safety, and infection control policies and procedures.

Ensures adequate equipment and supplies for assigned area.

Ensures compliance to all health and safety regulations and requirements. MM208 Supv, Administrative


Regular, reliable and predictable attendance is required.

Performs similar or related duties as required or directed.



Associates degree in Business Administration or related field and three to five years’ relevant experience. Knowledge of medical technology and medical coding required. Demonstrated leadership ability that includes problem solving skills and the ability to communicate via written reports. Excellent organizational, interpersonal, team building and communication skills. Demonstrated knowledge of various software applications such as Microsoft Excel, Word, Outlook, 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.


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