Clinic Office Supervisor

2. Financial & Cost Management

Partners with clinic leadership to monitor and manage direct clinic expenses.

Responsibilities include:

• Maintaining inventory levels for medical, office, and cosmeceutical supplies.
• Monitoring and managing clinic labor costs.
• Reviewing overtime, extra time, and critical pay expenses.
• Monitoring alternate clinic coverage costs.
• Assisting with physician scheduling to support net-neutral vacation coverage when possible.

3. Scheduling & Time-Off Management

Oversees staffing schedules to ensure appropriate coverage and operational efficiency.

Responsibilities include:

• Creating and/or reviewing schedules for clinical and reception staff.
• Managing schedule changes to support clinic operations.
• Ensuring preliminary schedules are prepared at least three months in advance.
• Ensuring finalized schedules are posted at least two pay periods in advance.
• Reviewing and approving PTO requests while maintaining adequate staffing levels.

4. Payroll Administration

Ensures accurate payroll processing and compliance with scheduling expectations.

Responsibilities include:

• Reviewing employee timesheets for accuracy and compliance with scheduled hours.
• Approving time records for biweekly payroll processing.
• Monitoring payroll reports for overtime and extra-time trends.

5. Recruitment & Hiring

Supports recruitment, selection, and hiring activities for clinical and reception staff positions.

6. Onboarding & Training

Assists with onboarding and training new employees to ensure competency and compliance with departmental policies, procedures, and expectations.

7. Office Supervisor Responsibilities

Provides oversight of daily office operations and staff performance.

Responsibilities include:

• Assisting with employee performance management and annual performance evaluations.
• Ensuring timely responses to phone messages, faxes, and interdepartmental communications.
• Overseeing prior authorization processes and maintaining a tracking system from initiation through completion.
• Training and supervising new staff members.
• Coordinating ongoing staff education, including annual compliance training such as OSHA, HIPAA, and Laser Safety requirements.

8. CLIA Compliance (Where Applicable)

Responsibilities include:

• Preparing for and participating in CLIA inspections and surveys.
• Maintaining oversight of quality assurance and quality control documentation under the direction of the Laboratory Director and Regional Clinic Manager.
• Coordinating proficiency testing activities and ensuring timely completion.
• Facilitating troubleshooting efforts with technical supervisors, manufacturers, consultants, and other appropriate resources when quality issues arise.
• Providing staff coaching, retraining, or corrective action as necessary.

9. Regulatory & Operational Compliance

Completes all required daily, weekly, monthly, and quarterly checklists within established deadlines.

10. Clinical Support & Workforce Management

Effectively manages time to support all assigned clinics and departments while maintaining operational and supervisory responsibilities.

Responsibilities include:

• Providing hands-on clinical support as directed by the Regional Clinic Manager and based on staffing needs.
• Maintaining clinical knowledge and understanding of workflows, patient quality measures, and patient satisfaction initiatives.
• Supporting clinic operations across multiple locations as assigned.

11. Staffing Coverage Coordination

Receives employee call-ins, arranges coverage for open shifts, and communicates staffing needs with Team Leaders and the Regional Clinic Manager.

12. Patient Financial Support

Provides procedure estimates at patient request and ensures accurate communication of anticipated costs.

13. Observation & Shadowing Programs

Coordinates job shadow and observational experiences in accordance with organizational guidelines.

14. Patient Concern Resolution

Serves as the initial point of contact for patient concerns and escalates issues to the Regional Clinic Manager as appropriate.

15. Practice Promotion & Community Engagement

Supports practice marketing efforts by coordinating clinic events, promotions, and patient engagement activities.

16. Subject Matter Expertise

Acts as a role model and subject matter expert regarding organizational policies, procedures, equipment, and technology implementations.

17. Accounts Receivable Support

Ensures front desk staff maintain timely collection efforts for patient accounts receivable balances.

18. Additional Duties

Performs other duties and responsibilities as assigned.

Education & Experience

Candidates must meet one of the following qualifications:

• Successful completion of a degree or certification program in a medical support field, business, or a related discipline; or
• Minimum of two (2) years of dermatology experience; or
• Minimum of five (5) years of relevant healthcare, clinical operations, or leadership experience; or
• Demonstrated leadership experience within the organization or equivalent experience in a healthcare setting.

Preferred Qualifications

• Two (2) years of dermatology and/or Mohs surgery experience.
• Previous supervisory or team leadership experience in a healthcare environment.

Licensure & Certifications

• Must maintain all required state certifications, licenses, and registrations necessary to perform job responsibilities.

Knowledge, Skills & Abilities

• Demonstrated leadership ability, including serving as a positive role model through professionalism, adaptability, accountability, and effective management of multiple priorities.
• Strong organizational, communication, interpersonal, and problem-solving skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work effectively and collaboratively with providers, staff, patients, leadership, and external partners.
• Ability to prioritize responsibilities, manage competing demands, and multitask in a fast-paced environment.
• Ability to work independently while contributing to overall team success.
• Ability to use time effectively and contribute to operational efficiency and continuous improvement initiatives.
• Ability to maintain confidentiality and handle sensitive information in accordance with organizational policies and applicable regulations.
• Valid U.S. driver's license with an acceptable driving record.
• Ability to travel between clinic locations as business needs require.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

• Ability to communicate effectively in a multi-clinic and fast-paced healthcare environment.
• Ability to operate standard office equipment, including computers, telephones, printers, copiers, and scanners.
• Ability to communicate effectively in person, by telephone, and through electronic communication methods.
• Ability to sit, stand, walk, bend, and move throughout the workday as required.
• Ability to occasionally lift, carry, push, or pull office and clinical materials consistent with job responsibilities.
• Ability to travel to assigned clinic locations as needed.

HIPAA Access Classification

Level I: Full Access

Routine access to patient health information necessary to perform assigned job duties, including the appropriate use and disclosure of protected health information (PHI) in accordance with organizational policies and applicable regulations.

Level II: Modified Access

Access to limited patient information necessary to support assigned job functions and responsibilities.

Level III: Minimal Access

Access to patient information only on a case-by-case basis as authorized by a supervisor.