POSITION SUMMARY:

The Back Office Supervisor ensures a smooth workflow for back office staff, meet quality measures and productivity goals, and supports staff development by demonstrating compassion, generosity, Integrity, and teamwork. The Back Office Supervisor ensures that regularly clinic best practices are followed which includes but is not limited to huddles, robust phone calls, red carpeting, and quality measures. The Back Office Supervisor oversees staff performance and addresses in coordination with the Center Manager staff behavior matters.

MINIMUM REQUIREMENTS:

• High School Diploma or GED.
• A minimum of 2 years of ambulatory experience as a supervisor or Team Leader.
• Medical Assistant School Certificate or LVN Professional License.
• Current CPR Certificate or ability to obtain CPR Certificate.
• Excellent customer service skills, demonstrated ability to build effective relationships with co-workers, supervisors and leaders.
• Valid CDL and vehicle insurance. Travel to multiple sites is required.
• Knowledge and understanding of customs, beliefs, and needs of consumer group(s) served
• Ability to work independently with minimum on-site supervision
• Valid California Driver's License, proof of insurance, and personal transportation

SPECIFIC DUTIES:

• Supervise assigned Medical Assistants and Medical Assistant Team Leader/s.
• Assist with staff recruitment, orientation, training, coaching, and skills development.
• Complete and submit Request to Fill Forms to Human Resources to recruit Medical

Assistants and Medical Assistant Team Leaders as needed.

• Complete performance evaluations for Medical Assistants and Medical Assistant Team

Leaders by obtaining appropriate feedback from Center Manager.

• When needed process individual staff learning conversations to coach and discipline staff.
• Work collaboratively with Center Manager and Human Resources to provide appropriate

and timely follow-up on staff issues.

• Ensure appropriate daily staffing and coordinate changes in staff schedules.
• Review and approve or deny Extended Illness Bank and Personal Time Off requests for

assigned staff members.

• Review and adjust timecards and ensure that timecards are finalized and approved on a

timely basis for assigned staff members.

• Collaborate with Center Manager to develop a culture of collaborative team work,

problem solving, positive communications, engagement, and flexibility. Act as liaison

and foster positive working relationships between various teams and all staff.

• Assist and lead as needed staff meetings.
• Model, inspire, and hold staff accountable to meet Community Medical Centers, Inc.

initiatives.

• Use a tone of voice that is warm, welcoming, respectful, caring to develop trusting

relationships with all employees and external customers.

• Embrace the Patient Centered Medical Home model and the role of assigned staff in team

based care.

• Participate and collaborate as a member of the Site Management Team, including

organizational planning, efficient patient flow, and planning for long term patient care.

• Participate in various meetings as assigned.
• Assist staff to resolve patient complaints.
• Review medical supplies inventory and complete medical supplies order forms to

purchase supplies.

• Act as a resource for Medical Assistants and Medical Assistant Team Leaders to advise

regarding clinical practices, policies, and procedures.

• Work with Medical Assistant Team Leaders to ensure that Vaccines for Children and

Vaccines for Adults procedures are in compliance.

• Work with Medical Assistant Team Leaders to ensure that autoclave procedures are

completed appropriately to ensure compliance with safety standards.

• Ensure Medical Assistants and Medical Assistant Team Leaders comply with safety

measures at all times.

• Assist to establish and manage Medical Assistant trainings and annual skills assessments.

• Encourage support of leadership for training and reinforce standards and importance post

training.

• Maintain professionalism and confidentiality in administration and patient care areas.
• Oversee compliance of employment compliance items that include; safety training,

annual PPD testing and physical, CPR, and competency test hands-on and web training.

• Communicate with Quality Improvement team regarding progressive improvement and

guidance for assigned staff, and opportunities to advance staff skills and roles through the

development, implementation, standardization, and spread of workflows, and best practices.

• Proactively and systematically approach problems from the mindset of standardizing

Work across the clinic and across the organization while being mindful of impacts others

and to the entire system by holding staff accountable for work performance.

• Lead, develop, and participate in Continuous Improvement and Quality initiatives,

including monitoring and using clinical data, monthly reports, and mandatory reporting

data to improve staff clinical processes and quality to patient care.

• Perform other duties as assigned.

PERFORMANCE REQUIREMENTS

Knowledge, Skills and Abilities:

• Knowledge of ambulatory care, CPT/ICD- 10 coding procedures and be familiar with Medi-Cal, Medicare, and commercial insurance billing procedures.
• Knowledge of Electronic Health Records systems, and other electronic systems and programs.
• Excellent social skills, professional demeanor, and leadership.
• Ability to proceed on own initiative using independent judgment and discretion.
• Knowledge of organizational policies, regulations and procedures to administer patient care.
• Knowledge of common safety hazards and precautions to establish a safe work environment.
• Ability to communicate effectively both verbally and in various written formats.
• Ability to react calmly and effectively in emergency situations.

TYPICAL PHYSICAL DEMANDS:

Requires full range of body motion including manual and finger dexterity and eye-hand coordination. Requires standing and walking for extensive periods of time. Occasionally lifts and carries items weighing up to 50 pounds. Required corrected vision and hearing to normal range. Requires working under stressful conditions or working irregular hours.

TYPICAL WORKING CONDITIONS:

Frequent exposure to communicable diseases, toxic substances, ionizing radiation, medicinal preparations and other conditions common to a clinic environment.