Supervisor, Front Office - Military veterans preferred

Oregon Health & Science University

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.


Supervisor, Front Office

US-OR-Portland

Job ID: 2025-35344
Type: Regular Full-Time
# of Openings: 1
Category: Management/Supervisory
Portland, OR (Marquam Hill)

Overview

Key Responsibilities & Performance Standards

• Supervises front office staff and provides daily guidance in problem solving.   Monitors successful completion of competencies, makes recommendations for salary increases, approved and assigns, and PAS work. Works as back up for all front office and clinical staff and its functions. Works in concert with Practice Manager to recruit, train, and counsel employees, develop work plans, participate in discipline up to and including dismissal. Participates in evaluations and setting long and short term goals for front office staff. Enters and monitors staff schedules in Kronos timekeeping. Encourages a cohesive team approach to the day-to-day operations. Leads by example. Provides ongoing feedback to staff.
• Monitors Clinical Operations: Investigates clinic scheduling errors, patient volume and flow, unkept appts and reschedules, clinicians' time utilization, recommending changes as needed. Recommends and implements operational changes as needed.
• Ensures accurate QGenda work patterns in place to represent all ambulatory clinical activities.  Oversees and supports all template maintenance activities, including assisting leadership in clinic schedule planning & scheduling workflow design planning, and directly owning the maintenance of our scheduling tools, decision trees, HSAT tickets and template build in EPIC.
• Managed Care Coordinator (PAS Resource Specialist). Participates in setting goals and maintaining standards. Assists in maintaining and coordinating referral and authorization services. Makes sure that the FTE supports the number of referrals processed.
• Liaison with Central Managed Care staff and their leadership, as well as assist with workflows, to ensure prior authorizations for professional services and external referrals are in place. 
• Provides high quality customer service to both external and internal customers to meet and/or exceed service standards. Serves as a role model for all clinical employees. Communicates with patients/familes, or other health care team members in a timely, cost efficient, and courteous manner
• Personnel management: Creates and maintains the monthly, weekly, and daily staffing schedules taking into account clinician variance and employee vacation and sick time.Ensures all staff are up to date with training.
• Hires, disciplines, and terminates staff in concert with Practice Manager.
• Completes employee evaluations (probationary and annual).
• Responds to grievances.
• Creates and updates job descriptions.
• -Promotes staff development.
• Maintains reports on phone system and stats to ensure patient satisfaction and prompt care. Keeps phone stats in appropriate range to meet goals.
• Meetings/Collaboration:Attends, participates, and leads meetings including but not limited to: back/front office meeting, all team, quality improvement, labor management, lean, and others as directed by the Practice Manager.
• Collaborates with the Practice Manager and other members of the leadership team.
• Provides support for front office and clinical needs

• Associates degree or equivalent education and experience.
• 2 years’ front line clerical experience in clinical setting. Experience in managed care, billing, scheduling, and HR.

• Bachelors degree.
• Electronic medical records, scheduling, Microsoft Office Suite, exceptional customer service skills, multi-line phone system, medical insurance - managed care, medical terminology.
• 2 years’ management experience, scheduling, EMR, billing/coding.
• 1 years’ personnel management experience- hiring, training, discipline, termination, budget management,

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