Team Lead- Clerical - Pleasant Prairie, United States - Forefront Dermatology

Forefront Dermatology

Verified Company

Pleasant Prairie, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Overview:

The Clerical Team Leader, under the supervision of the Practice Manager, provides daily onsite leadership and effective management of administrative operations and ensures high levels of patient customer service, operational efficiency, and provider and employee satisfaction with an overall promotion of the values and mission statement of Forefront Dermatology.

This position may be responsible for managing multiple clinic location and will be responsible for travelling as needed.

Responsibilities:

Monitor clinic expenses relating to the administrative department
Maintains administrative supplies and does not overstock or order nonessential items
Manage overtime, turnover, and training costs
Assist in the ordering and stocking of office supplies
Maintain inventory of administrative supplies. Completes/reviews purchase orders once items are received
Follows up with vendors when supplies are not received
Regularly updates the Practice Manager with issues relating to the administrative department
Complete all daily, weekly, monthly, and quarterly assignments according to deadlines if indicated
Perform all other administrative duties as assigned
Adheres to compliance and completion of compliance training

Leadership Responsibilities

Maximize efficiency, productivity, and teamwork by providing onsite direction of administrative operations following company policies and procedures
Maximize team efficiency, productivity, and teamwork of administrative staff by providing daily communication, supervision, and direction in concordance with company philosophy, goals and objectives
Lead monthly department meetings (more frequent if needed) and ensure that time is productive
Act as a resource for trouble shooting process, equipment, and/or electronic health record issues as they arise
Meet periodically with other team leaders to discuss and resolve departmental issues, brainstorm process improvement, work flow efficiency initiatives, and develop action plans for implementation of approved proposals. Provide minutes to Practice Manager

Clerical Responsibilities

Monitor provider schedules ensuring the following:
All provider schedules are checked daily and a weekly report with provider openings is sent to the Clinical Team Leads and Practice Manager for review
Schedules are full and any open appointment slots are closely managed with every effort to fill
Patient appointments are scheduled according to provider templates
Patients with appointments that require prior authorizations are scheduled accordingly and if indicated a task is sent to the Prior Authorization Specialist per policy
Oversee the process of scrubbing provider schedules ensuring the following:
Accurate demographic and insurance information is loaded
Insurance eligibility
Patient accounts have accurate copayments notated
Insurance and financial policies are reviewed with patients when scheduling appointments
Selfpay patient appointments are notated and tasks sent per policy

Clinical Responsibilities

Manages clinical phone operators ensuring:
Patient pathology and laboratory logs are maintained per policy
Any other clinical related duties assigned

HR-Related Responsibilities

Employee Work Schedules
Create administrative staff work schedules on a monthly basis ensuring schedules are posted in advance
Approve PTO requests, adhering to policy and procedure and maintaining adequate staffing levels on a daily basis
Call-Ins
Receives callins from all direct reports and arranges coverage of open shifts
Delegates necessary tasks in an effort to provide coverage for callin
Payroll
Review timesheets ensuring integrity of staff punches and approves hours for biweekly payroll processing
Complete payroll forms for administrative staff accurately and on time
Assist with employee recruitment, selection, and hiring processes for administrative staff.
Provide training and supervision to all new administrative staff and ongoing training for existing staff including but not limited to corporate compliance (i.e. OSHA, HIPAA) annual completion.
Assist with addressing administrative a staff performance issues including creating and implementing performance improvement programs under the direction of the Office Supervisor and Practice Manager
Completes annual staff performance evaluations per company policy
Assist with the process of performing documented conversations and corrective actions under the direction of the Office Supervisor and Practice Manager

Qualifications:

Minimum post high-school education in a medical support field such as Medical Assistant, Licensed Practical Nurse, or Registered Nurse, or a business related field is required.

Two years of previous experience in dermatology/Mohs surgery is preferred.
Must be able to travel as needed.
Demonstrated leadership experience. Must be able to demonstrate leadership by serving as an examp