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Office Staff Supervisor (#1177)

Salary Range:$20.06 to $28.59
Exempt/Non-Exempt:Exempt
Benefits:Full Time Benefits Package
Employment Type:Full Time
Department:Family Medicine Clinic
Available To:Public
Description:The Family Medicine Clinic at Klickitat Valley Health is seeking a Full-Time Office Staff Supervisor. This position offers 40 hours per week, Monday through Friday.

KVH is a rural, critical access, public hospital district located in scenic Goldendale, Washington only two hours from Portland along the breathtaking Columbia River Gorge. The KVH care team of approximately 200 staff members considers it an honor to offer high quality healthcare to our friends, family and neighbors.

Goldendale, population 3,500, is nestled among the rolling Simcoe Hills with gorgeous views of Mt. Hood and Mt. Adams. Hiking, biking, fishing, hunting, skiing, kayaking, and windsurfing are world-class with the Columbia River and untouched wilderness just minutes away. Locals enjoy the cultural offerings of Hood River and Portland, as well as the dozens of wineries that dot the landscape throughout the Columbia River Gorge.

The Family Medicine Clinic at Klickitat Valley Health houses nine primary care providers plus specialty clinics. This position offers 40 hours per week, M-F, day shift, and is eligible for the full-time benefits package including Medical, Dental, Vision, Rx, Long and Short Term Disability, Life Insurance, generous Paid Time Off and Retirement contribution.

The Office Staff Supervisor supports providers (physicians, nurse practitioners, physician assistants, RN’s, MA’s, etc.) and clerical staff in delivering patient care services in Family Medicine. The Supervisor is responsible for supervising, giving direction and support to the clinic office staff, who interface with our patients; supervises the office work flow and production to ensure delivery of accurate and efficient services for the patient in a courteous manner, and ensures all clinic staff are trained on entering all patient information and clinical data in the electronic medical record (EMR).The Supervisor demonstrates excellence in customer service during interactions with patients, families and other customers, and works collaboratively with colleagues/clinic staff and departments throughout the organization to provide optimal outcomes for our patients in a compassionate, professional, ethical and knowledgeable fashion. Will provide necessary routine clerical support as a back-up for the office staff, as well as clinical care, due to staff absence or work load volume in the clinic. Maintains a safe and clean environment for staff and the care of the patient.
Duties:• Establishes and maintains a professional, business-like atmosphere among the clinic staff of the Family Medicine clinic and promotes a smooth office work flow and maintains day-to-day production to ensure delivery of accurate and efficient services to patients.
• Makes appointments for patients with providers as needed.
• Conducts interviews with applicants for vacant positions, consults with clinic Director and HR in the selection of new hires, in making the selection decision.
• Trains and orients new hires in their positions and monitors progress as the employees learns the duties in their assigned position.
• Conducts performance evaluations of office staff as required, keeps clinic Director informed on employee performance and any issues/concerns that may occur.
• Manages the staff work schedule, makes assignments and/or adjustments as needed.
• Communicates clearly and precisely with staff regarding office operations, work methods and process, changes in work methods/practices, changes in regulations which impact patient service provided, etc.
• Assists staff with work problems/challenges and helps to troubleshoot and resolve problems.
• Monitors staff conduct and behavior, provides feedback and counseling, takes disciplinary action as required consistent with KVH policy and practice; consults with clinic Director or HR as needed.
• Maintains knowledge of each office support and medical assistant positions, and is able to work in different clinic positions as needed due to absence of staff and/or to maintain delivery of patient care.
• Educates and trains staff on entering all required patient information and clinical data in the electronic medical record (EMR) system to maintain the paperless charting system of the clinic.
• May answer multi-line office telephone as needed, refers calls to other office/clinic staff as required, takes messages/information and routes to staff as appropriate.
• Greets vendors (drug rep’s,) and informs physicians/providers of their presence, arranges appointments if appropriate.
• Participates with clinic Director in establishing annual budget for the clinic office function, monitors monthly budget usage to ensure budget compliance, orders supplies as needed.
• Participates in establishing FM performance improvement (PI) goals/programs, and is responsible for achieving the accomplishments related to clinic staff, in order to ensure health care service quality and excellence in customer service.
• Maintains data and statistics related to clinic office functions, such as monthly patient visit count.
• Collects and distributes office mail among clinic staff.
• Performs other duties as assigned.
Qualifications:Education:
• High school diploma or GED required.
• Training in supervisory management preferred.
• Current BLS required or within 3 months of employment.

Experience:
• Three (3) years’ experience working in a medical office setting required.
• Five (5) years’ experience working as a direct supervisor of subordinate staff in a medical office or commercial business capacity required.
• Experience working with patient medical information, ICD-9 codes, CPT codes, insurance claims processing, medical terminology, etc. required.

Skills/Knowledge/Abilities:

• Demonstrates knowledge of: medical records HIPPA regulations, medical terminology, ICD-9 codes, CPT codes, basic patient medical chart information, etc.
• Requires critical thinking skills, ability to make good decisions, listen and accept advice from others, demonstrate maturity and good judgment and the ability to work with limited supervision.
• Perform various sensory requirements such as: vision, speech, touch, manual dexterity, fine motor skills and hearing in order to interact and communicate with office/clinic staff effectively.
• Promote/deliver excellent customer service to both internal (patients and staff) and external customers (visitors and vendors).
• Demonstrate positive and effective interpersonal and communication skills with colleagues, patients, families, physicians, volunteers and community and acts as a role model for clinic staff.
• Work independently and productively to accomplish the delivery of all the clerical office work production, as well as patient care services, and work cohesively within a team and resolve conflict/differences in a positive manner.
• Work in a stressful/demanding environment and take appropriate action to ensure quality of patient care, ability to cope with both physical and emotional demands of the job.
• Maintain a calm and composed manner in emergency/stressful situations, taking appropriate action as necessary.
• Demonstrate attention to detail, follow oral and written instructions precisely, and maintain a high degree of accuracy; risk of error could result in significant harm or loss.
• Excellent organizational and multi-tasking skills with ability to anticipate tasks and prioritize assignments.
• Ability to read, write, speak and understand English.
• Experience with using everyday computer electronic tools (e.g., email, data retrieval, voicemail, and internet/intranet) as well as ability to effectively utilize and enter information/clinical data an electronic medical record (EMR), plus copier and fax.
• Proficiency with basic computer programs including Microsoft Word and Excel, and have good typing skills.
• Adaptability is essential to manage the needs of a department with unpredictable volume and resources.



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