Supervisor Outpatient Center Operations- Palm Beach Gardens UCC (Full Time) in Miami, FL for Nicklaus Children’s Health System (2024)

Job Summary

Supervises the daily operations of assigned areas to ensure all customers, internal and external, are serviced promptly and information/documentation are complete and accurate. Ensures facility is properly maintained.

Job Specific Duties

• Supervises the daily operations of assigned areas to ensure all customers are serviced promptly and information/documentation are complete and accurate; assists staff as needed.
• Informs staff of any changes that affect the daily process to ensure complete communication within the department and avoid any errors.
• Ensures facility is properly maintained, equipped, and supply par levels are stocked sufficiently to meet the daily needs of multiple specialties rotating at location.
• Collaborates with leaders to prepare annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions. Handles accounts receivable and accounts payable functions and ensures the process runs smoothly.
• Collaborates with leaders and others to improve efficiencies and achieves the overall goals of the department.
• Communicates routinely with referring sources and ancillary staff to ensure timely processing of patients.
• Ensures all documentation including insurance and personal identifications, prescriptions, referrals, and authorizations are obtained as required.
• Supports Patient Access Services and outpatient centers with any insurance questions/concerns and authorizations.
• Implements and monitors policies and procedures to ensure compliance and effectiveness.
• Monitors the patient registration, admission, authorization, and patient flow to ensure efficiency and that process is followed. Formulates process improvements and advises leader(s) of any changes.
• Manages all staff related activities including hiring/corrective action, evaluating, staffing, Kronos, and processing payroll in a timely manner. Acts as a liaison to TM&E and provides center orientations for new employees.
• Responds to staff inquiries and assists with questions and issues as well as covers for any shifts as required.
• Completes audit of weekly and monthly reports in a timely fashion and incorporates any necessary process changes found.
• Oversees patient encounters according to guidelines based upon the services to be rendered.
• Creates, develops, and disseminates training tools for the staff.
• Addresses patient complaints escalated from the staff.
• Assists with facility duties related to EOC, Life Safety, Regulatory, Risk, Vendors and other departments as needed.
• Maintains all personnel records, licenses, and permit renewals. Ensures the center meets all mandates (OSHA, HRS, medical waste, NCHS, etc.) requirements and maintains quality and performance improvements.
• Assists with contract approval, purchasing, and A/P processes. Maintains building fiscal documents and spreadsheet for Leader with budget requirements.
• Responsible for bank deposits and ensures mechanisms are in place to safeguard pending deposits remaining on premise and Finance is in receipt of all documentation necessary to reconcile bank account deposits.
• Oversees work orders and process. Works with Security, Plant Operations, Environmental Services, and other support services departments to ensure a safe and comfortable environment for patients, families, and employees.
• Oversees the Patient Access Function of the center and directly supervises all registration aspects.
• Provides training, coaching, counseling, and mediation to ensure the center staff works effectively and efficiently. Provides training on general office procedures, registration, scheduling, and customer service.

Minimum Job Requirements

• Bachelor's Degree Health Services Administration or related field plus 1 year of experience in a lead role within the healthcare/clinical office (or) 3 years of experience in a lead role within the healthcare/clinical office
• Work experience resolving issues associated with patient financial responsibility accounts.
• Work experience resolving patient satisfaction issues
• Intermediate proficiency in Microsoft Word, Excel, and Outlook

Knowledge, Skills, and Abilities

• Experience working with medical terminology, procedures, diagnosis codes, insurance, and financial payers preferred.
• Fluent in Spanish preferred.
• Able to use logical and analytical thinking to interpret technical data and solve a broad range of problems.
• Able to communicate effectively both verbally and in writing in a clear, concise and courteous manner.
• Able to display effective facilitation skills.
• Able to motivate, coach, train, provide constructive feedback, and lead staff to ensure the achievement of department's goals.
• Able to adapt and react calmly under stressful conditions in a pleasant manner.
• Able to relate cooperatively and constructively with customers, co-workers, and subordinates.
• Able to maintain confidentiality of sensitive information.
• Able to follow written and/or verbal instructions to solve complex problems.
• Able to work in a fast paced environment, effectively manage, and use resources to successfully meet the competing deadlines of a variety of tasks, problems, and projects.
• Able to be on-call 24/7 including weekend and holidays to ensure coverage for staff and department.