Medical Office Supervisor; Plastic & Reconstructive Surgery

Medical Office Supervisor (Plastic & Reconstructive Surgery)

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Plastic & Reconstructive Surgery is seeking a Medical Office Supervisor to supervise seven full-time equivalent staff members. Responsible for serving in the supervisory role as a group/team mentor and resource liaison. The ideal candidate will provide ideas and solutions to assist in streamlining procedures and processes to move the department forward. A successful candidate will be pivotal in assisting the director and administrators in accomplishing the goals, strategies, and initiatives of the department.

Responsible for the coordination of a multi‑faceted clinical office to ensure both a smoothly functioning office and good patient relations. Provides administrative oversight of day‑to‑day activities to others in the office. Works with others in a team environment. Monitors activity for quality and productivity; analyzes, develops and produces feedback and management reports; conducts quality audits; coordinates the development of and reviews and implements departmental protocols.

• Manages the day‑to‑day office operations and workflow.
• Supervises administrative support staff in the office to include hiring, terminating, and disciplinary action. Troubleshoots and resolves problems as they arise. Resolves patient problems or refers patient to appropriate personnel to be involved.
• Promotes a team environment among staff and faculty.
• Approves all vacation and sick requests and coordinates vacation schedules among direct reports, ensuring coverage remains available during vacations, holidays (as applicable) and during weather events.
• Responsible for coordinating employee time off, vacation coverage, and monitoring daily coverage of the office, compensation, overtime and approving monthly E210 for staff.
• Ensures compliance with HR issues, i.e., E210 Compliance, Weather Emergency Responsibilities, HIPPA Certifications, COG training, EPR Recertification, etc.
• Oversees staff coordination of the doctor’s schedules and templates (maintaining changes with vacation, etc.).
• Works with Patient Access Services closely to optimize new patient scheduling. Assures patient correspondence (consent, orders, history, and physical, etc.) is transmitted to correct areas in a timely manner to streamline patient processing.
• Partners with Central Financial Clearance to improve workflows related to insurance authorization.
• Ensures staff compliance with Hopkins’ policies related to Service Excellence and Employee Engagement. Attends training, management and other meetings as required.
• Coordinates with other managers outside the department to coordinate cross‑divisional projects/services.
• Arranges, completes and leads the agenda and minutes for monthly staff meetings.
• Performs miscellaneous related duties as assigned.

• Schedules various appointments for faculty and resolves any scheduling conflicts.
• Uses automated records systems to access, enter and edit patient information.
• Demonstrates awareness of limitations of institutional resources and seeks to maximize physician scheduling within this context.
• Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).

• Assists physician(s), physician assistant and nurse practitioner(s) in monitoring signing of operative notes, discharge summaries and clinic notes/encounters by distributing data on documentation compliance.
• Establish a workflow to disseminate clinic and procedure notes to referring physicians.
• Coordinates a multi‑faceted, high volume medical practice.
• Serves as liaison for physician practice to department administration, clinical management and hospital services.
• Assists patients, patients’ families, referring physicians and third‑party insurance companies to resolve patient‑related issues.
• Relay information to patients regarding preparation for tests, examinations, and procedures.
• Triages patient…