Front Office Supervisor

Pay Range: $60k - $70k per year

SCOPE: 

• Oversees all Front Office functions under the direction of the Practice Manager.  
• Responsible for the coordination and operation of Front Office functions.  
• Serves as a liaison between practice manager, physicians, patients, and staff at home site and other NYOH (New York Oncology Hematology) sites. 
• Responsible for assisting in the development and administration of policies and procedures. 
• Supervises and coordinates front office staff activities and responsibilities.  
• Supports and adheres to the New York Oncology HematologyCompliance Program, including the Code of Ethics and Business Standards.  
• Demonstrates an understanding of patient confidentiality to protect the patient and clinic/corporation. Adheres to confidentiality, state, federal, and HIPAA laws and patient records guidelines. Reference and uphold CORE values daily.  

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Meets or exceeds Front Office Coordinator Duties and Responsibilities.   
• Meets proficiency standards in use of all operating systems and can perform all front end functional roles. 
• Recruits, hires, and supervise all front office staff   
• Trains and mentors new hires 
• Fosters a spirit of teamwork  
• Develops performance goals and objectives and coaches for growth 
• Ensures front end is adequately staffed, floats staff between functional areas as needed, and coordinates with Front Office Supervisors at other sites to arrange float coverage  
• Minimizes the need for overtime, hiring temps, and the use of outside services in accordance with organizational goals and in fiscal responsibility 
• Has daily check-ins with staff, providers, and other site supervisors  
• Has regular performance check-ins with all staff such as quarterly conversations, annual performance evaluations, and merit increases  
• Evaluates employee performance and coaches/counsels as needed, up to and including giving verbal warnings  
• Time and Attendance: Performs all Time and Labor functions in Workday, ensuring appropriate coverage for department, and timely approval of PTO (Paid Time Off) requests and submitting payroll 
• Prepares and conducts regular training sessions for staff   
• Ensures that all front office staff receive copies of new SOPs and processes, are given opportunities to ask questions, and keeps copies of signed policies to document receipt and understanding of those policies 
• Responsible for verifying patient eligibility to transfer to another provider/office and initiates transfer from current office, or approves transfer at receiving office  
• Creates and manages all clinic templates, including provider and meeting blocks, etc.   
• Tracks metrics, and implements changes as needed to meet departmental performance goals  
• Monitors daily EHR queues for timely and accurate order processing. Monitors chart message queues for all front-end staff 
• Oversees daily cash posting and reconciliation   
• Coordinates office procedures with front office, clinical, and billing office staff to ensure smooth flow of information between departments   
• Ensures month-end close for all assigned items is completed in line with corporate timelines   
• Reviews all attorney requests and records and forwards to Compliance Department for reviewand processing  
• Ensures front office staff follow insurance verification and financial counseling SOPs.   
• Ensures that front office staff follow procedures to ensure authorizations are obtained in a timely manner. 
• Is aware of and disseminates knowledge of urgent updates impacting the practice. 
• Provides assistance and coverage for all front office roles as needed 
• Manages patient complaints including escalations to other departments and/or leaders  
• Special projects as assigned by practice manager or operational leadership  
• Attends all assigned leadership meetings  
• Required to float as needed and/or assist other sites remotely. 
• Performs other duties as assigned.  

MINIMUM QUALIFICATIONS:High School diploma or equivalent required, associate’s degree preferred. Medical office and one year of supervisory experience . Proficiency with computer systems including Microsoft (Outlook, Word, and Excel) .

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Requires prolonged sitting, some bending, stooping and stretching. Requires occasional lifting of up to 30 pounds. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires hearing and vision corrected to normal range.