Pediatric Office Site Supervisor

Job Description

Capital Area Pediatrics offers accessible, comprehensive pediatric care to families at five practice locations throughout Northern Virginia. For both sickness and health, generations of families have chosen Capital Area Pediatrics to provide outstanding care and an exceptional patient experience. We are currently hiring a Clinical Site Supervisor to join our leadership team. As part of the leadership team, our Site Supervisors are responsible for supporting the Practice Administrators by overseeing the day-to-day operations at our practice locations. You are the “flowmaster” or “air traffic controller”, ensuring smooth and efficient staff and patient workflows, including running daily huddles and making staff assignments according to the Care Team Model. Critical thinking skills and a "can do" attitude are a must! We are willing to train for those who are passionate about leadership and taking their career in health care to the next level!

About the Role

Schedule: We are proud to be open when our patients need us the most. Our offices operate with three primary shifts, Monday-Thursday. Shifts: AM (8:00AM-1:00PM), PM (12:30PM-5:30PM), Evening (5:00PM-8:30PM). Friday-Sunday we operate with modified schedules. To provide our team members with ongoing leadership support, we welcome candidates seeking a variety of schedules.

Leadership and Planning

Working with the Practice Administrator, helps to manage the daily patient and staff schedule.

Provides input and aids in the decision-making process.

Communicates upward; ensures the Practice Administrator is “in the know”.

Demonstrates excellent interpersonal skills with staff, customers, and peers while contributing to a team environment.

Provides coverage at sites, as needed, to ensure the needs of the practice are met (for call-outs, staffing issues, etc.)

Participates in the Weekend Leader on Duty rotation, where leaders take turns being the “point person” for CAP, helping to problem-identify/solve/log issues encountered during the shift.

Operations

Under the direction of the Practice Administrator, oversees and ensures daily operations at the site.

Participates in the Clinical Leadership rotation schedule - and serves as the on-site leader for each site when assigned, helping to problem-identify/solve/log issues encountered.

Ensures all CAP policies, regulations, protocols, and policies are upheld.

Aids the Practice Administrator, serving as a staff trainer for new hires, rollouts of new procedures, systems, and/ or workflows.

Helps to develop, implement, and conduct Daily AM, mid-day, and PM checklists to ensure sites are performing optimally (for example, supplies are stocked, lights and computers are turned on, huddles are performed, staff assignments are made).

Performs quality checks and reviews, as assigned by the Practice Administrator.

Monitors computer systems and works with the appropriate parties to resolve technical systems/equipment issues.

Utilizes resources to maximize efficiency and problem-solve.

People Management

Partners with the Practice Administrator to address staffing needs including hiring, training, reviewing, and corrective action for staff.

Monitors timekeeping and attendance of all site staff, especially for tardiness as well as ensuring breaks and lunches are given to staff (even by covering staff to ensure these are taken).

Is a vital leader and contributor to the culture at CAP and is expected to be a positive leader of staff morale.

Builds talent through training, development, and ongoing coaching – which should be given frequently to all staff members.

Models professional and courteous manner with staff, patients, and parents.

Upholds the CAP culture at the site level through effective and timely communication.

Participates actively in the hiring process.

Patient Experience

Monitors and course-correct patient and staff workflow for overall and optimal efficiency.

Demonstrates and reinforces the highest level of patient service.

Resolves patient issues and escalations.

Reviews patient satisfaction data, report data to Practice Administrator as needed.

Protects the reputation of CAP.

Financial

Under the direction of the Practice Administrator, helps to manage accounts receivable and time of service payments, including cash/checks/credit cards and performing invoice audit reviews, liaison for revenue cycle.

Serves as the point person for billing team members to help resolve any outstanding, revenue-impacting billing issues at the site.

Responsible for assisting the Practice Administrator with clinical supply and vaccine inventories; including monthly reconciliation and supply ordering to maintain par levels

Manages inventory, notating expiration dates and quantities, such that we are not overstocked, or overordering, and that supplies do not go wasted.

Knowledge, Skills, and Abilities

Excellent oral and written communication skills.

Excellent computer skills i.e., Microsoft Office suite, ability to navigate websites, and experience with practice management software knowledge.

Ability to travel to practice site locations and adjust hours based on business needs.

Ability to handle medical records discreetly.

Knowledge of medical issues and terminology.

Ability to multi-task and perform well in stressful situations.

Strong communication skills and a customer service orientation.

Time management and strong organizational skills.

Knowledge of general administration in a healthcare setting.

Ability to operate and troubleshoot issues with standard office equipment, including but not limited to, computers, telephone systems, copiers, and facsimile machines.

Ability to work independently and with a team.

Additional Requirements

Current Medical Assistant, Licensed Practical Nurse, or Registered Nurse credential is strongly preferred. RNs and LPNs must be licensed to practice in Virginia.

At least one (1) year of experience in healthcare administration or healthcare practice leadership.

At least one (1) year of direct supervisory experience preferred but we are willing to train.

High school diploma or equivalent required; Health Administration degree is preferred.

Ability to participate in weekend leadership on call rotation (call is shared among team so that weekends are managed; call is serving as resource, as needed, which is rare).

Capital Area Pediatrics ("the Company") is a proud Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, pregnancy, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment decisions are based on qualifications, merit, and business needs. The Company does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of the Company and the Company will not be obligated to pay a placement fee.