Administrative Supervisor

Major Responsibilities:

• Supervision of Clinical Support Staff
  •   Hires, trains and directs support staff in business operations. Performs performance reviews. Provides guidance, evaluation and supervision; responsible for corrective actions when necessary.
  •   Develops schedules for support staff to ensure coverage 6 days a week.
  •   Evaluates support staff productivity and assures efficiency.
  •   Leads support staff meetings geared towards team building and problem solving. Provides leadership for support staff at annual events
  •   Assigns and oversees special projects performed by support staff.
• Administrative operations and office management.
  •   Oversees daily aspects of office functioning: space allocation, supply chain, phone assignments, equipment functioning.
  •   Monitors day to day activities, level of service, and technical performance of support staff. Creates scripts and procedures for support staff. Assesses performance, identifies improvement, provides feedback and develops plans for professional growth and performance improvements.
  •   Coordinates physician and therapist scheduling to optimize revenue.
  •   Establishes and monitors protocols for support staff on the completion of administrative office operations.
  •   Collaborates with BHS Leadership to establish policies and procedures, discuss and resolve issues, implements process improvements.
• EMR Training
  •   Teaches annual formal classes on the use of EMR to the annual cohort of master-level externs (about 50 students).
  •   Provides formal training on the use of EMR to BHS new associates and medical residents.
  •   Provides on-going consultation to staff and externs; assists in problem-solving; and offers additional communication and training as needed to ensure that trainees are using the system features properly.
  •   Creates and refreshes training materials on the use of EMR.
• Administration of EMR/billing system in collaboration with System Administrator and management.
  •   Monitors billing batch errors to ensure appropriate disposition prior to month-end billing deadlines.
  •   Assists with installation and upgrades to the practice management software.
  •   Leads testing for administrative sections of the system and is responsible for aggregating defects to be sent onto the applicable vendor; tracks problems through resolution. Participates in the development of user acceptance test plans.
  •   Supervises change efforts with support staff for new technologies that are integrated with the EMR: ICD-10 and DSM-5, e-Prescribe, AppXtender, insurance portals, etc.
  •   Updates billing related tables (procedure codes, fee-matrix, procedure groups, etc.) as necessary.
• Payroll
  •   Monitors payroll for all hourly and administrative employees.
  •   Checks and approves Advocate Works for 20+ employees.
  •   Manages holiday schedule in collaboration with management.
• BHS Safety Steward
  •   Ensures all necessary materials are appropriately displayed and staff is knowledgeable about locations of safety tools.
  •   Participates in hospital committees and meetings in order to discuss and resolve safety issues.
  •   Assumes responsibility for ensuring that issues with the Environment of Care are resolved by the appropriate department/vendor.
  •   Acts as the Department Safety Liaison; attends safety and security committee meetings. Leads accreditation, licensure and certification efforts in Environment of Care and Life Safety.
  •   Monitors BHS space and electronic environment to ensure safety.
  •   Monitors BHS Safety Issues log and takes action to address newly-reported problems and near-misses.
  •   Trains administrative staff on safety protocols.
• BHS Human Resources administration
  •   Maintains accurate and up-to-date HR files on staff and students.
  •   Primary liaison to HR Direct.
  •   Represents HR compliance at BHS audits and surveys.
• Clinicians' license management, paneling, and malpractice insurance.
  •   Assures clinicians' and psychiatrists license management.
  •   Supervises timely paneling of BHS staff with insurers.
  •   Oversees malpractice insurances for BHS clinical staff.
• BHS records keeping.
  •   Initiates and supervises PHI files archives. Ensures appropriate documentation is stored and archived as required by regulatory agencies.
  •   Supervises chart keeping.
  •   Serves as a liaison to medical records and releases of information.

Education/Experience Required:

• Associates Degree in business administration, healthcare administration or related field AND 2 – 4 years of healthcare billing experience
• OR 4-6 years of healthcare billing experience and 3-5 years of supervisory experience.

Knowledge, Skills & Abilities Required:

• Strong Computer Skills (Microsoft Excel, Word, PowerPoint) Strong interpersonal and communication skills. Strong analytical, organizational and problem solving skills. Strong customer service skills. Strong electronic billing skills.

Physical Requirements and Working Conditions:

• Demonstrates commitment to patient focused care.
• Demonstrates positive, effective leadership in problem solving in the context of a work environment characterized by external forces which produce constant internal change.
• Ability to work flexibly in a fast paced environment with established time constraints and in difficult situations.
• Must be able to respond to urgent need for consultation 24 hours/day, 7 days/week
• Ability to travel to other Advocate sites and external facilities in order to attend meetings.
• Ability to work under time constraints and stressful situations.
• This position leads a team in a very high volume, fast-paced multidisciplinary behavioral health clinic.
• The Supervisor must be an expert in the de-escalation of difficult patients and be able to train and model these strategies for physicians, therapists, trainees and support staff.
• Familiarity with the roles and functioning of other providers in the network of child and family mental health and substance abuse treatment networks.
• Schedule: flexible, provides evening and weekend coverage as necessary

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.