Clinic Supervisor (Medical Clinic)

Job description

POSITION SUMMARY:
The Clinic Supervisor, reporting to the Vice President of Ancillary Services or designee, is responsible for coordinating and supervising the daily administrative and operational activities of SGMH District Clinics. The position ensures efficient patient access, effective clinic workflow, appropriate staffing, regulatory compliance, fiscal responsibility, and a high standard of patient service.
The Clinic Supervisor works collaboratively with physicians, advanced practice providers, clinical personnel, and hospital leadership to support quality patient care, operational performance, and organizational objectives. The position provides administrative oversight and does not independently direct clinical practice or perform functions requiring professional licensure unless appropriately licensed and authorized.
ESSENTIAL DUTIES (not all inclusive):
Clinical Duties:
• Performs routine clinical tasks including taking patient histories, vital signs, and assisting with exams and procedures.
• Administers medications and injections as prescribed by the physician.
• Provides patient education on health maintenance, disease prevention, and treatment plans.
• Assists with prenatal and postnatal care under the guidance of OB-GYN providers.
• Maintains accurate and up-to-date patient records in compliance with HIPAA regulations.

Administrative Duties:
• Oversee daily office operations, including scheduling, patient registration, medical records management, billing, and insurance processing.
• Implement and maintain office policies and procedures to ensure efficiency and compliance with healthcare regulations.
• Manage the procurement of office supplies, equipment, and services within budgetary constraints.
• Conducts staff meetings and training sessions to promote continuous improvement and professional development.

Staff Supervision
• Coordinates staff schedules, assignments, attendance, and daily coverage.
• Participates in recruitment, onboarding, coaching, and performance evaluations.
• Recommends corrective actions and personnel changes through established management and HR processes.
• Maintains employee competency, orientation, and training records as applicable.
• Escalates staffing shortages affecting safe patient care.

Patient Relations
• Ensure high-quality patient service by addressing patient inquiries, concerns, and complaints promptly and professionally.
• Oversee the scheduling of patient appointments to optimize clinic workflow and minimize wait times.
• Facilitate effective communication between patients, office staff, and medical providers.

Financial Management
• Monitor and manage the clinic’s budget, including payroll, accounts receivable, and accounts payable.
• Reviews labor utilization, monitoring expenses, verifying timekeeping, identifying registration and billing workflow problems, tracking revenue-cycle indicators, and recommending operational efficiencies.
• Prepare financial reports and analyze data to identify areas for cost reduction and operational improvement.
• Coordinate with billing staff to ensure accurate and timely processing of insurance claims and patient billing.

Compliance and Quality Assurance
• Ensure the clinic complies with all healthcare regulations, including HIPAA and OSHA standards.
• Implement quality assurance programs to improve patient care and operational efficiency.
• Maintain accurate and confidential patient records in accordance with legal requirements.

Facility Management
• Ensure the clinic environment is clean, safe, and welcoming for patients and staff.
• Coordinate maintenance and repair of office equipment and facilities.
• Manage clinic inventory, including medical and office supplies.

REQUIREMENTS:
Qualifications:
• Medical Assistant Certification or training documentation.
• American Heart Association Basic Life Support (BLS).
• High school diploma or equivalent; an equivalent combination of relevant education, training, and experience may be considered.
• Three years of relevant medical-office or outpatient-clinic experience, including at least one year coordinating workflows, training staff, or serving in a lead or supervisory capacity; equivalent relevant experience may be considered.
• Working knowledge of appointment scheduling, registration, insurance verification, referral workflows, electronic health records, and confidentiality procedures.
• Ability to organize competing priorities, communicate clearly, provide job instruction, resolve operational problems, and collaborate with patients, staff, and clinicians.
• Ability to carry out the essential functions with or without reasonable accommodation.
• Certification in medical office management (e.g., CMOM, CPM) preferred

Experience:
• Coursework or an associate degree in healthcare administration, business, or a related field; experience with clinic quality-improvement projects and the clinic’s electronic health record system.
• Previous supervisory or managerial experience required.
• Familiarity with healthcare regulations and compliance standards, preferred.

Required Skills:
• Strong leadership and staff management skills.
• Strong clinical skills with the ability to perform a variety of patient care tasks.
• Excellent organizational and multitasking abilities.
• Effective communication and interpersonal skills.
• Proficiency in medical office software such as electronic health records (EHR) and clinic management software.
• Leadership qualities with the ability to motivate and manage a team.
• Knowledge of medical billing and coding practices.
• Ability to handle sensitive information with confidentiality and professionalism.
• Superb verbal and written communication skills to share updates with staff, patients, and other medical staff.
• Computer skills and proficiency in Microsoft Office.
• Strong analytical thinking and the ability to manage multiple tasks concurrently.
• Excellent customer service skills to provide ongoing support for staff, patients, and their families.
• Able to manage and deal with stressful situations; work effectively in stressful situations.
• The ideal candidate will have strong medical clinic knowledge, excellent organizational skills, and the ability to thrive in fast-paced, high-pressure environments.
• Demonstrates an attitude of co-operation and professionalism.
• Consistently demonstrates positive interpersonal relation skills.
• Demonstrates personal attributes and behaviors which contribute to the smooth operation of the medical clinic. Holds staff accountable to do the same.
• Maintains positive physician, administrative, and staff relationships and actively participates in problem-solving. Offers and is open to receiving constructive feedback.
• Treats everyone, regardless of position, with dignity, respect and courtesy utilizing the principles of Civility. Respects ideas of others, even if they do not agree and offers support.

PAY / BENEFITS
• Estimated pay is based on qualifications (including but not limited to experience, education, certifications, and licensure where applicable).
• Benefits may include medical, dental, vision, basic life and AD&D, optional supplemental life (employee, spouse, and/or child coverage), flexible spending accounts (medical and dependent care), 403b retirement with dollar for dollar match up to 5%, paid time off, and more available depending on employment status.

M/F/D/V/SO
EOE