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About the Role

Seeking an experienced and motivated Office Supervisor to join the leadership team at a busy pediatric office. This position will help lead the front office team, coordinate daily operations, and ensure a welcoming, efficient, and patient-focused experience for children and their families.

Responsibilities

Supervise front office personnel, including hiring, firing, scheduling, and assigning duties.
Communicate changes and problems with the Office Manager and HR Department.
Arrange for adequate staffing for all daily functions.
Oversee training of new personnel.
Conduct department meetings at least once each month.
Support staff through education and guidance.
Document coaching and disciplinary meetings and send copies to the Office Manager and HR department.
Perform thirty and ninety-day reviews for new employees.
Conduct daily reviews of employee timecards and approve them when payroll is due.
Review and approve requests for paid time off.
Perform annual performance reviews for established employees.
Oversee the delivery of front office services by office staff.
Ensure office staff follow protocols for front office procedures.
Ensure office staff are up-to-date on information for the appointment line.
Oversee collection efforts for co-pays, deductibles, and past due balances.
Ensure office open and closing procedures are performed consistently and accurately.
Perform front office duties as needed.
Work with the Office Manager to coordinate the delivery of front office services among offices.
Assist staff in front office duties as needed, including opening and closing the office when short-staffed.
Create and maintain calendars and schedules for providers, patients, staff, and office custodial services.
Monitor provider schedules regularly for accuracy, adherence to protocols, and efficiency of patient flow.
Coordinate with the nurse supervisor and scheduling lead to plan schedules or make changes.
Communicate changes, problems, and staffing needs to the Office Manager.
Order food and delivery for meetings as needed.
Work directly with the nurse supervisor to schedule all staff and provider-manager meetings.
Work with the nurse supervisor to plan integration of protocol changes.
Oversee the urgent referral process to specialists.
Provide training to front office staff in referral procedures.
Maintain appropriate levels of office supplies, forms, and equipment.
Track and monitor office purchases and use of petty cash.
Oversee the physical condition, cleanliness, and maintenance of the office.
Coordinate custodial services and arrange for repairs and maintenance as needed.
Communicate significant repair, maintenance, or equipment needs to the Office Manager.
Ensure the office is clean, organized, and well-maintained, with attention to patient care areas and waiting rooms.
Oversee HIPAA security and privacy procedures for front office staff.
Maintain office staff training in Medent procedures.
Report security or privacy violations to the Office Manager.
Perform quality audits of front office procedures and documentation.
Measure staff performance and outcomes against policy and protocols.
Report audit results to the Office Manager.
Run and complete reports, including patient transfers and quality reports.
Complete daily to-do’s and triage in the EMR, including scheduling requests, appointment no-shows, and records requests.
Demonstrate daily involvement, visibility, and professionalism to all staff, customers, and suppliers.
Reinforce and model the mission and values of the organization.
Model leadership by interacting effectively with all levels of personnel and administration.
Promote learning through personal example, informal teaching, coaching, and mentoring.
Assist in establishing an environment that encourages and fosters teamwork.
Meet with providers regularly to foster communication, teamwork, and coordination of care.
Maintain effective communications to foster a service attitude and provide high-quality service.
Act as a role model to staff and train staff in customer service approaches.
Assure patients perceive value through an environment of mutual confidence, trust, ethics, and respect.
Track and document customer experiences.
Follow up and address customer complaints.
Perform other duties as assigned according to established policies and guidelines.

Requirements

Associate degree in Healthcare Administration, Business Administration, Health Services Administration, or a related field required.
Equivalent combination of education and experience may be considered.
Minimum three years of front office experience in a pediatric medical office required.
Prior supervisory or lead experience preferred.
Ability to work effectively as a member of a multidisciplinary team.
Excellent written and oral English communication skills, both face-to-face and telephone.
Demonstrate ability to perform front office skills with accuracy and consistency.
Ability to effectively problem-solve, assume responsibility, and maintain confidentiality.
Willing to serve others and seek personal development.
Ability to work up to four hours of continuous sitting, talking on the telephone, or standing and walking in a medical office environment.
Must be able to bend, stoop, and lift 25 pounds.
Potential exposure to bloodborne pathogens and lab chemicals.
Utilizes computer keyboard daily.
Accountable for the provision of patient confidentiality both within and outside the office setting.

Skills

Supervision
Hiring
Firing
Scheduling
Training
Coaching
Disciplinary meetings
Performance reviews
Timecard management
Paid time off requests
Office operations
Protocol adherence
Appointment line information
Co-pay collection
Deductible collection
Past due balance collection
Opening and closing procedures
Calendar management
Schedule coordination
Provider schedule monitoring
Patient flow efficiency
Meeting coordination
Referral process management
Supply management
Petty cash management
Office maintenance
Repair coordination
HIPAA compliance
Medent procedures
Quality audits
Report generation
EMR triage
Customer service
Teamwork
Communication
Problem-solving
Confidentiality

Location

Pediatric office environment

Work Type

Full-time
40 hours per week
Exempt/Salary

Experience Level

Experienced
Minimum three years of front office experience in a pediatric medical office
Prior supervisory or lead experience preferred

Education Level

Associate degree in Healthcare Administration, Business Administration, Health Services Administration, or a related field

About the Company

Busy pediatric office