Job Title: Physician Support Lead

Reports to: Practice Manager, Executive Director

Purpose: Coordinate and oversee administrative functions to facilitate the proficiency of the office.

Requirements: Provide patient- focused service related to each patient encounter. Patient- focused tasks includes validating information, paging consults, compiling accurate and timely physician patient lists. Must be dedicated to the mission, vision, values, and goals of the practice and organization. Demonstrate appropriate knowledge and stay current on changes in the healthcare field that may impact the office. Possess the ability to handle stressful situations in a tactful and professional manner.

Job Duties and Responsibilities:

• Directly oversee and supervise Clerical Support Staff.
• Provide clerical support staff with both positive and constructive feedback as needed to promote an efficient and positive work environment.
• Maintain day to day operations in the department while performing generalized, patient- focused care.
• Manage and maintain outstanding return to office orders to ensure patient compliance.
• Oversees staff who prepare pre- dismissal and monthly dismissal lists.
• Assist in supervision and oversight of all personnel who manage the patient lists and consultation team and activities performed to monitor performance, assure adherence to office policies, and established operating procedures.
• Provide clerical assistance to the department and organization as needed.
• Adjust staff’s daily responsibilities to maintain smooth flow of patients throughout the day, as needed.
• Initial point of contact for patient grievances related to changing physician requests. Escalate to Practice Manager if unable to successfully resolve on own.
• Coordinate consult coverage for office as well as coverage for lists to be completed.
• Coordinate staff schedules with Practice Coordinator and assist with daily schedule changes due to call- offs.
• Ensure safety guidelines and regulations are followed in accordance to Aultman’s policies.
• Point of contact for all front-end related questions and troubleshooting.
• Participate in the interview and hiring process of new employees.
• Responsible for ensuring proper training of staff for consults and physician lists. Oversee the completion of new employee department specific orientation checklist.
• Work with staff retention to assist in the reduction or elimination of preventable turnover.
• Responsible in communicating electronic medical record updates to staff when applicable and confirming their understanding. This is accomplished through monthly SURF meetings or through email notifications.
• Attend and participate in weekly lead meetings and one- on- one meeting with Practice Manager.
• Contribute new ideas to improve the financial integrity of the practice.
• Allocate resources appropriately to minimize expenses.
• Use organizational skills to improve practice efficiencies.
• Work cooperatively and collaboratively with Compliance Officer to ensure adherence to all HIPAA and governmental requirements.
• Volunteer for duties to demonstrate leadership and participation.

Performance Requirements:

• Knowledge of organization’s policies and procedures.
• Excellent organizational and time management skills.
• Outstanding verbal and written communication skills.
• Setting, defining, assigning, monitoring, and evaluating outcomes of tasks and goals.
• Ability to clearly communicate and apply policies and procedures to solve everyday problems and solve a variety of situation.
• Ability to problem solve and use critical thinking skills.
• Ability to multi- task, prioritize, and meet deadlines.
• Willingness to be adaptable and flexible.