Medical Office Supervisor

# Positions
Job Status
Regular Full-Time
6830 Gall Blvd

Job Description

Office Supervisor

Job Summary:        Manages the day to day operation and maintenance of the department      

Department:              Primary Care Zephyrhills

Reports to:                 Director or Associate Director of Physician Offices

Position Level:           6B

Shift:                          Monday-Friday, 8:00 AM - 5:00 PM 



Essential Functions of the Position:

  • Manages staff
    • Completes performance reviews
    • Coaches and counsels staff
    • Investigates and gathers information related to issues or concerns prior to employee reprimand or staffing changes
    • Maintains and monitors attendance of staff
    • Coordinates staffing needs and schedules to include PTO requests and coverage
    • Interviews candidates for open positions and extends offers as approved by Administration
    • Completes new hire and termination process
    • Makes recommendations to Administration related to staffing needs
    • Organizes and directs monthly staff meeting
    • Monitors uniform and ID badge compliance
    • Addresses and coordinates training needs of department
  • Facilitates office communication
    • Attends meetings as required
    • Notifies and educates employees and providers of new policies and procedures
    • Provides flow of information between providers, management, and staff
    • Handles and resolves patient complaints
    • Requests patient discharge letters and completes discharge process
    • Maintains call schedule and notifies answering service of any changes
    • Opens and distributes interoffice mail
    • Opens and distributes outside mail
  • Manages work flow within the department
    • Manages and maintains provider schedule(s)
    • Monitors employee and provider tasks
    • Implements new work routines or changes
    • Investigates and resolves clinical tasks in a timely manner to maintain optimal efficiency in the department
    • Addresses software, hardware, phone, and Quick Q system issues and creates IT tickets if unable to resolve, and monitors ticket statuses daily  
    • Oversees office inventory and generates purchase requisitions
    • Coordinates and oversees outside chart audits including security access form to IT
  • Schedules legal conferences and/or depositions
  • Manages facility
    • Addresses facility issues and creates work tickets for Maintenance
  • Ensures the office is clean and well maintained
  • Ensures the office is safe by identifying and eliminating safety hazards
  • Reports incidents, accidents, or injuries to Administration by completion and submission of proper form(s)
  • Assists traffic on phones
    • Makes appointments
    • Takes messages
    • Assists with medication refill requests
    • Handles customer requests or needs
    • Assists vendors
    • Directs calls to the proper individual
  • Manages payroll
    • Reviews and updates employee attendance through electronic time system
    • Enters miscellaneous time (i.e. PTO, CME, jury duty, and bereavement time) as needed if available and approved
    • Collects and submits time sheets for salaried employees
    • Maintains daily sign in sheet for hourly staff
    • Completes payroll change forms
  • Functions as Safety Officer for the department
    • Creates and maintains employee’s OSHA files
    • Coordinates OSHA annual training
    • Maintains OSHA manuals
    • Handles employee health issues and work related incidents 
    • Prepares for and participates in yearly inspections
    • Maintains MSDS manual
    • Maintains protective clothing and equipment
    • Reviews OSHA program with new employees


Additional Responsibilities:

  • Maintains an organized and clean work area
  • Places phones on and off service at the appropriate times
  • Participates in maintenance of office supplies
  • Performs other incidental and related duties as required and assigned
  • Fills in for employees when short staffed


Physical and Mental Demands:

  • Normal physical ability
  • Above average concentration and high level complexity of decision making
  • High level verbal and written communication skills
  • Above average ability to manage multiple tasks simultaneously
  • High tolerance to stressful situations


Occupational Exposure:

  • Low risk exposure to bloodborne pathogens and chemical hazards


Job Qualifications:

  • High school graduate or GED equivalent
  • Excellent interpersonal and communication skills
  • Strong computer proficiency
  • Demonstrated ability to lead people and get results through others
  • Ability to plan ahead, organize and manage multiple priorities
  • Supervisory experience preferred


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