Clinic Office Supervisor - Surgery Clinic

Employer paid benefits - Medical, Dental, and Vision.

Wage Compensation - Min: $ 58,493.78 Max: $ 79,088.01

The Clinic Office Supervisor ensures the smooth and efficient operation of front-office functions within a outpatient clinic. Reporting to the Clinic Practice Manager and overseeing all non-clinical administrative staff, this position is responsible for leading front desk operations, optimizing workflows, and maintaining a high standard of customer service.

This role provides direct supervision to front office leads, schedulers, and support staff, ensuring timely patient scheduling, accurate registration, and effective insurance verification. The Clinic Office Supervisor fosters collaboration between clinical and non-clinical teams, supports patient engagement initiatives, and ensures compliance with regulatory and quality standards. They serve as the primary resource for EPIC system workflows, training, and optimization for non-clinical staff, while also addressing patient complaints and supporting operational excellence.

Essential Job Functions:

Administrative Oversight

• Supervise and support front desk, scheduling, and other non-clinical administrative staff
• Manage patient appointment scheduling, registration, and insurance verification workflows
• Maintain a clean, organized, and well-stocked office environment
• Conduct regular staff meetings to ensure effective communication and operational updates
• Implement and monitor performance metrics related to administrative efficiency and patient satisfaction
• Assist with patient referrals, navigation, and follow-up coordination as needed

Patient Relations & Customer Service

• Address and resolve patient complaints related to scheduling, billing, or front-office concerns in real time
• Escalate unresolved issues to the Practice Manager as appropriate
• Foster a positive and collaborative work environment among administrative staff
• Act as liaison between front office, clinical staff, care coordinators, and medical providers

Staff Supervision & Training

• Train, coach, and evaluate non-clinical staff to ensure compliance with policies, confidentiality, and customer service standards
• Address front-office staff concerns or performance issues professionally and constructively
• Develop and maintain standardized training materials and workflows

Epic System Leadership

• Serve as the primary EPIC resource for non-clinical workflows, training, and issue resolution
• Maintain and update provider EPIC templates and scheduling configurations
• Train front desk staff in EPIC modules related to scheduling, registration, MyHealth, insurance verification, and referrals
• Continuously optimize front-office workflows for improved check-in/check-out efficiency and compliance

Data Integrity & Compliance

• Ensure front-office processes meet HIPAA, RHC, PCPCH, and other regulatory standards
• Audit and correct scheduling and registration data discrepancies
• Support care gap closure and collaborate on compliance initiatives

Leadership & Culture Building

• Promote a culture of teamwork, accountability, and excellence among non-clinical staff
• Lead by example with professionalism, respect, and strong communication
• Actively contribute to quality improvement initiatives and operational success

• The employee supports the hospital mission, vision, values, policies, and procedures.
• Performs other related duties as assigned.

Additionally

• The employee supports the hospital mission, vision, values, policies, and procedures.
• Participates in required education for DNV programs as applicable to position. (reference program education curriculum).
• Performs other related duties as assigned.

Qualifications:

Education

                Required: High school diploma or equivalent.

    Preferred: Associate or bachelor’s degree in healthcare administration, Business, or a related field.

Licenses/ certifications/ registrations

            Required: None at time of hire.

Preferred: Certification in medical office management (e.g., CMOM – Certified Medical Office Manager), leadership training, or customer service certifications.

Experience

Required: Minimum of 2 years in a medical office or outpatient clinic setting, including direct experience with front office functions such as scheduling, referrals, and patient registration.

Preferred: 1+ years in a supervisory or team lead role; experience working with EMRs (Epic preferred); prior training of staff or involvement in workflow improvement initiatives.

Other:

Skills and Knowledge

• In-depth knowledge of ambulatory clinic operations, regulatory compliance, and performance metrics
• Strong financial and budgeting skills, including understanding of reimbursement and billing processes
• Proficient in EPIC reporting tools and other clinical information systems
• Knowledge of RHC and PCPCH standards (as applicable)
• Excellent communication, conflict resolution, and team leadership skills
• Ability to identify workflow issues and implement sustainable solutions
• Understanding of patient engagement strategies and service excellence models (e.g., AIDET, ICARE)

Personal Traits and Aptitudes

• Demonstrates professionalism, empathy, and patient-centered leadership
• Maintains composure and clear judgment in high-pressure situations
• Encourages collaboration, cross-functional teamwork, and staff development
• Exhibits strong organizational, time management, and multitasking abilities
• Culturally sensitive and committed to equitable, inclusive care

Other Requirements

• Ability to work flexible hours based on clinic volume and staffing needs
• CPR and compliance training per clinic policy
• Must be comfortable using reporting tools and dashboards to guide decision-making

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer. Occasional walking, standing, bending, or lifting light office items (up to 25 pounds). Visual acuity to view computer screens and read detailed financial documents. Ability to communicate effectively in person, by phone, and electronically. May be required to move throughout the healthcare facility, including administrative and clinical areas.

Working Conditions:

This position operates in a professional office setting within a healthcare facility. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The office environment is climate-controlled, well-lit, and ergonomically designed for extended computer work. While this role is primarily office-based and does not involve direct patient care, the employee may occasionally be present in clinical areas or interact with staff working in clinical environments. As such, there is a potential for exposure to infectious diseases. The organization provides appropriate training and personal protective equipment (PPE) as needed to ensure safety.