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Front Desk Supervisor - Southern California Reproductive Center

Company: Women's Care
Location: Beverly Hills
Posted on: May 16, 2023

Job Description:

Southern California Reproductive Center "SCRC" is a leading fertility clinic in Beverly Hills, Santa Barbara & Pasadena. We are dedicated to providing our patients the highest quality of care with respect and compassion. Employing the most innovative technologies, we optimize the chances for success in creating a family. Our practice is proudly inclusive and supports a diverse patient population.

The Front Desk Office Supervisor position is a critical role which supports a wide range of functions by providing front line response, oversight of daily non-clinical practice operations, and the patient flow of SCRC. This position is responsible for providing leadership and management direction of the front desk operations, including medical records, phone triage staff, and general clinic operations.

How You'll Contribute

  • Management of Front Desk Staff, Medical Records Staff, Phone Triage Staff
  • Coordinating Front Desk, Medical Records, Phone Triage Schedule, and Coverage (Daily, Weekend Schedule and OOT dates)
  • Leading projects to track and improve clinic performance
  • Resolving interdepartmental issues
  • Greeting patients professionally both in person and on the phone
  • Quickly answering patient questions, concerns or complaints regarding patient experience or staff member interaction, or properly referring appropriately
  • Optimizing provider schedules and patient satisfaction with efficient scheduling
  • Assisting patients with scheduling; check-in/out; general questions; patient Portal questions regarding billing and insurance
  • Comforting patients by listening, and anticipating anxieties and effectively answering questions
  • Oversees Collection/Processing of Payment for SCRC and RSC (and at times ART LLC) including, Posting of Payments to Allscripts, and communication with Billing (SCRC, RSC, ART) regarding Payments or AR
  • Assisting with billing questions from previous accounts (Cycle Packages)
  • Weekend coverage as needed
  • Maintaining office inventory and equipment by anticipating supply needs and expediting supply orders
  • Answering Phone Calls
  • Assisting in the absence of front desk staff
  • Assisting the Patient Care Coordinators with patients and cycle information
  • Communication and scheduling with IT for any office issues
  • Hiring and Training Staff
  • Evaluating Staff Performance (Annual and 90-day reviews) for Front Desk, Medical records, Phone Triage Staff
  • Generate Check Request for patient refunds
  • Development and implantation of new or existing protocols for all aspects of the office
  • Assistance in any and all areas of the office, as necessary
  • Provides leadership and oversight for the delivery of health services resulting in the highest level of patient satisfaction.
  • Responsible for the evaluation of staffing requirements, maintenance of appropriate staffing levels, competency assessment, staff orientation, ongoing education and training, development of staff-specific job duties, creation of innovative training programs
  • Works with staff, providers and physician to resolve issues, decrease expenses, increase productivity and promote efficiency
  • Responsible for proper daily staffing and expense management of office and investigating and analyzing new revenue enhancing opportunities
  • Works collaboratively with division-specific leaders in the development and management of strategic plans and goals
  • Maintains compliance with operational procedures/organizational policies for the clinical activities, medical records function, appointment functions and all clerical activities throughout the facility
  • Ensures compliance with all regulatory agencies governing health care delivery and rules of accrediting bodies by continually monitoring the service and facility operations and programs and initiating required changes or improvements
  • Participates in all safety, security, infection control and risk management programs that are mandatory as well as those required and provided by the Practice and department specific policy
  • Responsible for personnel actions such as problem solving, performance issues, hiring, training, firing, and disciplinary actions in coordination with HR department
  • Prepares, presents and conducts required staff meetings efficiently and effectively for needed actions, identifying staff responsibilities for those actions and timelines for completion
  • Defines, addresses, and resolves identified problems or concerns within the clinic setting for quality patient care
  • Responsible for maintenance of physical facilities, changes, moves and/or improvements as appropriate for safe, efficient and effective clinic operations
  • Works with administration to implement programs to increase patient satisfaction and quality outcomes
  • Handle patient satisfaction issues

    Who You Are
    • 2 yrs. of front desk office experience at a busy medical practice and 1yr. of supervisory experience
    • Personal style which emphasizes openness, visibility and approachability
    • Excellent listening and follow-through abilities and a willingness to accept constructive criticism
    • Capable of managing highly confidential information
    • Able to identify and solve problems, make decisions, and implement changes
    • Able to carry out defined procedures and duties under specific instruction
    • Strong creative, organizational and interpersonal skills
    • Can effectively act as a liaison between patients and physicians and clinical staff
    • Ability to communicate and get along with co-workers
    • Must possess strong knowledge of medical operations; knowledge of applicable laws, regulations, and professional standards; strong project management skills; good communications skills; good strategic planning skills; must demonstrate personal traits of a high level of motivation; team orientation; professionalism; trust and place a high value on treating others with dignity and respect
    • Skill in exercising a high degree of initiative, judgment, discretion, and decision-making to achieve organizational objectives; skill in analyzing situations accurately and taking effective action; skill in establishing and maintaining effective working relationships with employees, policy-making bodies, patients, and the public; skill in organizing work, making assignments, and achieving goals and objectives; skill in developing, applying, interpreting, and coordinating departmental policies and procedures.
    • Manages the daily operations of the medical practice including personnel, financial, clerical, housekeeping, and maintenance and purchasing functions. Plans programs, allocates, and assigns duties to employees. Reviews medical records for compliance and billing requirements. Monitors activities and operations to ensure that the practice successfully meets its objectives.
    • Prompt - Reliable - Excellent Customer Service - Excellent Organization - Excellent Time management - Self-Motivated - Ability to Perform Well in Stressful Situations - Professional - Courteous - Team Player

      Women's Care, founded in 1998, is a leading women's healthcare group in the United States, dedicated to providing the highest quality of care for women through their reproductive years and beyond. With 110 locations and over 400 OB/GYNs and specialists across the country, Women's Care provides comprehensive patient care in obstetrics, gynecology, gynecologic oncology, urogynecology, gynecologic pathology, breast surgery, genetic counseling, maternal fetal medicine, laboratory services, and fertility.

      Women's Care has grown tremendously through the years and expects to accelerate its growth with plans to expand rapidly into new markets across the U.S. With the commitment of our employees, we remain true to our mission of 'Improving the Health of Women Every Day.' At Women's Care, we CARE about our patients, and we stand by our values.

      Compassion & Empathy: Treating patients like valued friends and family

      Accountability: Taking responsibility for our actions and behaviors

      Respect: Acting respectfully in every interaction

      Excellence & Quality: Providing the safest, highest quality of care

      We are looking to grow our team with equally value-driven professionals who are passionate about using their skills to further our mission. We value our employees just as we value our patients, and we prioritize advantages like work-life balance, employee engagement, and other incentives to help you be your best. Now is a great time to join our team!

Keywords: Women's Care, Beverly Hills , Front Desk Supervisor - Southern California Reproductive Center, Other , Beverly Hills, California

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