At The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well-being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.

JOB TITLE: Front Office Supervisor

SUPERVISOR: Access Services Manager

HOURS PER WEEK: 40/Non-Exempt (Monday – Friday 7:30am – 4:30pm)

DEPARTMENT: Access Services

HIRING BONUS: $1,000 after 90 days

The following information is designed to outline the essential functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

PRIMARY FUNCTION: The Front Office Supervisor is responsible for all operations and staff of the front office. Supervisors work with the Access Services Manager to ensure high quality customer service to our patients.

DUTIES AND RESPONSIBILITIES: (*ESSENTIAL FUNCTIONS) TPC123
1.    Attend department and management meetings
2.    Balance cash drawer and deposit money at the bank daily*
3.    Coordinate and oversee training of new Registration/Reception employees*
4.    Interview and make hiring recommendations in conjunction with Access Services Manager*
5.    Provide feedback, coaching and mentoring and write and conduct annual performance reviews of Registration staff*
6.    Order supplies as needed
7.    Responsible for all front office receptionist/registration/scheduler functions*
8.    Be the contact person/resource for all front office and business services concerns*
9.    Ensure work queues are monitored and current and that interpreter services are scheduled*
10.    Prepare monthly staffing schedule, coordinate coverage for vacation and illnesses and cover breaks/lunches as needed*
11.    Ensure timecards are reviewed and approved in the time and attendance system*
12.    Monitor and review quarterly timecard audits with Registration employees*
13.    Monitor and review bi-monthly Registration Check-In process audits with Registration employees*
14.    Take sick/late calls, arrange staffing and notify the Access Services Manager, Branch Manager, and Nursing Manager as appropriate*
15.    Assist with template build and modification of provider schedules and call schedules*
16.    Maintain regular, in person, work attendance and punctuality, as scheduled.*
17.    Other duties as assigned
18.    Employees will not be discourteous or disrespectful to a customer or any member of the public while in the course and scope of company business*
19.    Work in a cooperative manner with management/supervision, coworkers, patients, and vendors*
20.    Abide by company policies*

REQUIREMENTS:
⦁    High School Diploma or Equivalent

PREFERENCES:
⦁    1-2 years related healthcare or management experience

KNOWLEDGE, SKILLS AND ABILITIES:
⦁    Proficiency in medical software and Microsoft Windows
⦁    Strong organizational skills and ability to prioritize workflow
⦁    Strong oral communication skills and excellent phone etiquette with an ability to convey and receive information via the telephone
⦁    Competency in language, grammar, and spelling
⦁    Knowledge of medical terminology and pharmaceutical terms
⦁    Ability to interact, communicate, and establish a good rapport with people over the telephone and in person, often in stressful situations
⦁    Ability to focus on detail and to multi-task, often at the same time
⦁    Capability of working at a very quick pace on more than one task without a reduction in the quality of work and service performed
⦁    Ability to react calmly and effectively in emergency situations and to work under pressure
⦁    Ability to accept responsibility and use initiative to proceed with necessary tasks without direct supervision

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):
⦁    401k plan with Employer Matching up to 4.5% annually
⦁    Roth IRA
⦁    Comprehensive Medical, Dental and Vision insurance
⦁    Flexible Spending Account
⦁    Health Savings Account
⦁    Company provided $10K Group Life/AD&D insurance
⦁    Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short-Term Disability, Critical Illness, Accident, and Hospital Indemnity
⦁    Norton Identity Theft Protection (optional)
⦁    Pet Insurance (optional)
⦁    6.46 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE)
⦁    One paid Wellness day per year
⦁    Seven paid holidays, and 1 partially paid holiday (mid-day closure)
⦁    Employee Assistant Program