Supervisor Clinic at Beacon Health System – South Bend, Indiana

Reports to the Practice Manager of the respective site within BMG. In collaboration with the Practice Manager, is responsible for the effective coordination of all daily operational support functions of BOH Onsite services and staff. Performs duties necessary to maintain a smooth functioning and efficient department. Responds to daily operational issues when the Practice Manager is absent or unavailable.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Assists in the overall operational staffing support functions of the assigned department by:

• Maintain overall responsibility for scheduling clinical staff to ensure adequate coverage and efficient onsite clinic operations.
• Supervise and coordinate onsite events ensuring smooth daily operations and excellent patient care.
• Assist in completing employee performance appraisals and providing feedback to staff as needed.
• Assist the Practice Manager with interviewing prospective employees and ensuring proper orientation for new hires.
• Collaborate with the Practice Manager to develop and implement staff training and education programs, utilizing additional resources when necessary.
• Ensure the smooth daily functioning of the Onsite services maintaining positive relationships with patients, clients, and staff.
• Collaborate with Practice Manager to conduct regular meetings with staff to ensure they are informed of department directives, policies, and procedures.
• Participate in the hiring process under the guidance of the Practice Manager.

Assists with maintaining a smooth-functioning and efficient department by:

• Participating in the budget process with the Practice Manager; also assisting with the effective management/control of expenses.
• Overseeing the reporting of drug and alcohol testing results.
• Assisting with decisions on selecting vendors and purchasing supplies or equipment.
• Daily travel to office and random visits to onsite events to provide staffing support and build client relationships.
• Entering and maintaining company profiles.
• Overseeing accuracy and prompt reporting of all services provided, ensuring that all patient data and onsite events are properly documented and reported in a timely manner.
• Track and report out all service errors.
• Maintain accurate employee timecards and PTO requests. Communicate any attendance issues with practice manager.
• Recognize and implement process improvements for improved efficiencies.
• Support onsite staff and work closely with other departments within Beacon.
• Handles all clinically related mail and correspondences.
• Assisting with the identification of maintenance and repair matters (i.e., pertaining to the building and grounds).
• Assisting with identification of maintenance and repair of all clinical equipment and instrumentation.
• Assisting in monitoring the telephone system.
• Ordering, tracking, and maintaining an inventory of supplies.

Providing the seamless operation of onsite services to promote ongoing effective customer service by:

• Collaborating with the Practice Manager on marketing and advertisements for the site.
• Responding immediately to patient concerns and/or complaints; also ensuring that patients are treated in a friendly and highly effective manner.
• Performing follow-up and ensuring the timely resolution of customer service matters, while seeking assistance from the Practice Manager as necessary.
• Keeping the Practice Manager apprised of all issues which have the potential for a disruption of service.
• Serving as the communication resource, in the absence of the Practice Manager (conveying information which comes from Beacon and general operations-related information, etc.).

Plays a key role in the development and maintenance of the departments information systems by:

• Makes changes to any of the scheduling templates, as necessary.
• Assisting in the development of plans for hardware and software needs.
• Facilitating the timely implementation of information system changes.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Apprizing the Practice Manager, in a timely manner, of unusual situations requiring additional assistance or support.
• Participating in continuous quality improvement by identifying areas of opportunity and initiating the necessary actions.
• Maintaining records, reports and files as required by established policies and procedures.

• Completing other job-related duties as directed.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies, and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR), and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work at all BOH locations, overtime, additional and/or other shifts, and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills, and abilities outlined below are typically acquired through experience as a Medical Assistant (MA) with demonstrated leadership capabilities, or through the successful completion of an associate or bachelor’s degree in health sciences.
• A minimum of three years of clinical healthcare experience is required, along with some leadership experience.

Qualifications:

• Strong organizational and supervisory skills.
• Ability to maintain excellent public relations and work collaboratively with staff
• Experience in a clinical or healthcare setting preferred

Knowledge & Skills

• Requires a working knowledge of general medical office methods, practices and procedures and medical record file systems.
• Certifications (can be obtained onsite): TB, DOT, BAT, CPR Instructor.
• Requires a working knowledge of medical terminology, anatomy and physiology.
• Demonstrates proficiency in computer skills (i.e., data entry, word processing and spreadsheets) and familiarity with EHR.
• Demonstrates the strong leadership skills necessary to gain the cooperation and support from the staff and Physicians.
• Requires the organization and analytical skills necessary to analyze situations/problems and provide timely resolution and work effectively with day-to-day problems.
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to deal effectively with a diverse group of people and provide clear and effective explanations.
• Demonstrates a strong interest in the ongoing development of one's leadership skills and the desire to participate in management development activities.

Working Conditions

• Works in a medical office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.