Office Supervisor-Non Exempt - Elkins (Specialty Clinic)

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School graduate required.

EXPERIENCE:

1. A minimum of three (3) years documented recent experience in a physician specialty practice, where the management of individuals, systems, billing, complex surgical coding, and complex office based ancillary procedure and/or testing with coding, scheduling, insurance issues, utilizing computer billing systems and other electronic processes is clearly evident is required.

2. Excellent verbal and written communication skills and excellent public relations ability required.

3. Documented knowledge, by experience, testing or academic course work completion of CPT, ICD-10, HCPCs, coding for purposes of abstracting from the office medical record for billing, pre-certification requirements, documented knowledge of claims management and collection processes, third party payer requirements, contracts required.

4. Ability to Multi-task along with strong decision making skills required.

5. Experience in maintaining a good, efficient Work Flow in an office from registration, pre-certification, scheduling, billing, clinical processes and procedures required. Ability to help management maintain organization and fluent operations of the clinic as a whole.

6. Computer skills required.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's Degree in Business Administration and/or accounting preferred

EXPERIENCE:

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an exhaustive list of all responsibilities and duties. Other duties may be assigned.

1. Provides positive leadership and builds an atmosphere of teamwork, cooperation and high professional standards at all times.

2. Assures all hospital and office policies are followed.

3. Establishes fair dealing with community groups, state agencies, customers, physicians, and general public.

4. Cooperates with the office manager to ensure clinical documentation, procedures and protocols are in place, audited and documented on an ongoing basis.

5. Assists the office manager in measuring and monitoring patient and physician customers in order to establish performance improvement objectives and standards. Helps maintain an appropriate patient complaint program. Helps make improvements to processes and systems to gain efficiencies and productivity within the office.

6. Works with the manager to maintain an effective infection control and safety program.

7. Assists the manager to create an effective medical record and documentation program.

8. Assists the office manager with managing technical and clinical work systems to ensure quality patient care and proper work flows are maintained leading to office efficiencies and effectiveness.

9. Helps resolve patient and interdepartmental complaints and misunderstandings in a timely manner. Consistently investigates and takes corrective action necessary to resolve problems and complaints regarding department procedures.

10. Assists the office manager to maintain policies and procedures consistent with all regulatory bodies, including but not limited to OSHA, Joint Commission, OIG, CMS, Fire Marshall, etc.

11. Assists in maintaining and managing a registration system that coordinates patient arrival, complete registration, scheduling, third party and patient credit reviews, consents for treatments, and counseling patients regarding their payment responsibility.

12. Assists with reviewing remittance advises and denials to aid in solving significant problems that are causing rejections and delays in payment or third party noncompliance issues with contracts and fee schedules. Works with the manager and billing department to correct these problems.

13. Helps the manager with employee issues and problems. Assures that policies and procedures are followed and that assignments are completed according to established requirements. Helps with the disciplinary process as necessary.

14. Helps maintain an efficient/effective pre-certification/authorization process.

15. Assists the manager with implementing an effective billing, coding, collection program consistent with hospital policies in regard to compliance and sound business procedures for physicians and /or extenders.

16. Assists office manager to maintain an appropriate pre-certification/authorization process to assure proper payment of claims and to reduce denials along with proper and correct authorizations for medications and testing. Also, works with the manager to maintain a fluent surgery/test scheduling process and procedure.

17. Assists manager in participating with the Safety Office to maintain patient/staff safety and to assure staffs know the proper procedures for disaster preparedness program and safety programs.

18. Assists manager to assure monthly audits are completed and corrections made.

19. Helps the manager to maintain a safe, clean operating facility.

20. Assists the manager in education/communication with the staff.

21. Polite and respective when communicating with physicians, staff, patients, family members, other hospital associates.

22. Performs other duties as assigned by the office manager.

23. Cross trained in various areas and tasks to be able to provide help and support when necessary. Must be able to cover for other associates as needed.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, grasping, and feeling are necessary body movements utilized in performing duties throughout the work shift. Must have the ability to move freely through the facility to perform daily and special tasks.

2. Must have excellent hearing ability.

3. Must be able to lift, move, and position patients of all weights, with varying amounts of assistance in a fair manner on a regular and recurring basis. Must be able to perform heavy work: exerting in excess of 100 pounds of force occasionally, and /or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

4. Must be able to read and write legibly in English.

5. Visual acuity must be within normal range.

6. Must have reading and comprehension ability.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Exposure to cleaning agents and disinfectants.

2. Exposure to high stress and constant interruptions.

3. Exposure to electrical current.

4. Exposure to ionizing and non-ionizing radiation.

5. Exposure to body fluids, human tissues, contagious diseases, sharps, and explosive gases.

6. Exposure to toxic gas, fumes, and odors.

SKILLS AND ABILITIES:

1. Must be capable of handling information of a confidential nature.

2. Must have the ability to work successfully under highly stressful conditions, and must be able to adapt to varying workloads and work assignments on a constant basis.

3. Must have analytical skills with the ability to make decisions based on clinical data and processes independently.

4. Must have the ability to comprehend and perform oral and written instructions and procedures.

5. Must have strong communication skills with the ability to prioritize tasks.

6. Must have the ability to plan, coordinate, and supervise staff and processes and procedures.

7. Basic Math skills required.

8. Must have the ability to respond to emergency situations in a calm, professional manner.

9. Must be able to know all job descriptions to provider help and support as necessary.

Additional Job Description:

M-F 8:00a-4:30p

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.