Front Office Secretary Supervisor

Front Office Secretary Supervisor

The Rehabilitation Institute is seeking a Full Time Front Office Secretary Supervisor to join the team at our Chapel Harbor clinic! The Front Office Secretary Supervisor functions as an administrative coordinator to the Facility Director and supervisors and ensures advanced administrative and secretarial support is delivered in the front office. This position will work a schedule of Monday-Friday 7am-3 : 30pm and does not require any weekends or holidays!

Responsibilities :

• Maintain office order by promptly completing typing requests, distribute forms to employees, update forms and policies, maintain phone list and email distribution list, answer phone calls, and track and file employee paperwork. Provide back up coverage as needed for the clerical functions being supervised (receptionist, transcriptionist, insurance office and billing).
• Participate in professional growth and development related to this position and in lines with the mission and activities of the Rehabilitation Institute. Attend and actively participate in staff meetings, staff development, and in-service education programs. Attend clerical department meetings.
• Implement office procedures, quality control mechanisms, and ensure that work meets deadlines and standards of quality and accuracy. Coordinate work flow and adjust office priorities to meet the needs of facility.
• Maintain office order including but not limited to keeping an inventory of office supplies, following UPMC purchasing guidelines and procedures when preparing purchase requisitions for office supplies and special medical supply requisitions, distribution of mail and correspondence to appropriate individuals, photo-copying, and the maintenance of office bulletin boards and equipment.
• Achieve and maintain a level of productivity which meet or exceed the standards established for the facility by the organization.
• Receive and post payments at the front desk and enter all payments and adjustments in the computer in a timely manner. Deposit payments at bank in a secure and timely manner as needed.
• Supervise clerical support staff. Assist with preparation of performance evaluations for clinical support staff. Ensure compliance with annual assessments and testing. Track performance evaluation dates for clinic.
• Type evaluations, progress notes, discharge summaries, meeting minutes, letters, correspondence, memoranda and reports as requested by the respective supervisor. Perform Notary Public duties as requested.
• Schedule patient appointments as delegated by the respective supervisor. Receive process and direct patients to clinical area as required by the needs of the facility in a friendly and timely manner. Ensure proper sign in for patients; escort patients from waiting room to treatment area; and inform therapists that patient is present and ready for treatment.
• Serve as back up timekeeper for payroll at this facility. Compile, track, and distribute PTO calendars and requests for office. Verify PTO balances available for pay period and arrange coverage for STO, UTO. Submit mileage / expense reimbursement requests.
• Maintain effective working relationship with the physicians, public, supervisors, employees and coworkers by displaying a positive attitude characterized by caring, concern and support.
• Perform all job responsibilities and other duties as assigned by the facility or the organization in a manner that coincides with the mission of The Rehabilitation Institute.
• Adhere to encourage staff to adhere to organizational policies and procedures of The Rehabilitation Institute, including the Corporate Compliance Program and its Code of Conduct. This includes acceptance of the responsibility to report to the appropriate person(s) any suspected unethical, incompetent, or illegal activities or conduct.
• Compile charts for new patients including all necessary forms as required by therapist and for billing. Complete patient registration for therapy, including insurance verification and authorization for treatment as needed.
• Arrange for new hires by scheduling interviews, complete reference checks. Train clerical and clinical staff on routine office procedures as well as communicating billing procedural changes. Orient volunteers and clinical staff to the department / office procedures utilizing the facility orientation checklist, including use of telephone system and supply system. Request email and ID badge for new clerical staff.
• Maintain a high level of confidentiality.
• Resolve issues with clerical staff and the rehab aides and initiates personnel actions to the Administrative Assistant. Field and resolve problems in office. Exercise independent judgment where no established policies exist or in the absence of the Administrative Assistant.
• Learn insurance requirements and perform procedures as required by each insurance company.
• Maintain calendars and schedules meetings and appointments. Maintain and distribute office coverage schedules and APPTS schedules for aides. Distribute clinic schedule changes.
• Assist Administrative Assistant in Medicare and non-Medicare billing and collections. This includes interaction with staff, senior management, physicians, providers and insurance carriers. Provide necessary documentation to insurance companies as requested.
• Maintain a positive attitude and provides excellent customer service characterized by caring, concern and support for the public, supervisors, employees and coworkers.
• Assist in the collection, tabulation and presentation of statistical information including but not limited to : prepare year end statistics, run missing charges & information report for clinic, run Work Partners report, and other reports as requested. Forward reports to appropriate personnel as directed.

Education and Experience :

Licensure, Certifications, and Clearances :

UPMC is an Equal Opportunity Employer / Disability / Veteran