Clerical Supervisor

Overview:

WMU Homer Stryker MD School of Medicine (WMed) is seeking a Clerical Supervisor. Under the guidance of the Director, Clinical Services, supervises all Registration/Scheduler and Clinic Support Technician staff within assigned clinics.

Responsibilities:

• Responsible for providing leadership in supervising the operational activities of Registration and Clerical staff.
• Works in collaboration with other Clinical Affairs leaders to ensure clinics are running efficiently.
• Completes timesheets and manages payroll communications.
• Ensures staff is adhering to the time and attendance policies.
• Manages staff PTO requests both scheduled and unscheduled to ensure proper staffing levels.
• Creates weekly schedules for staff to ensure proper coverage for all clinics.
• Cross-references provider’s schedules for correct scheduling.
• Manages phone ques for staffing needs.
• Monitor supervisor dashboard to ensure productivity is being met.
• Monitors daily schedules to ensure pre-registration has been done.
• Advocate for the Clerical Department and communicates appropriately.
• Monitors the Well Child report.
• Responsible for the after-hours answering service when issues arise.
• Ensures reschedules that the Clerical Department is responsible for are completed in a timely manner.
• Communicates with staff routinely and effectively using all forms of communication.
• Participates in team and departmental goal setting and completes assigned projects by target dates.
• Leads team meetings on a regular basis, assessing the quality, quantity and efficient delivery of customer care for Registration and Clerical personnel.
• Provides feedback to staff and providers on scheduling concerns or errors.
• Ensures the team consistently provides World Class customer service and acts responsibly with patient care.
• Builds and maintains a positive relationship, effectively communicates with and is constantly coordinating with the Registration/Clerical department.
• Responsible for the day-to-day technical management of the Registration/Clerical department.
• Oversees/provides, ongoing education of staff and training of all new hires.
• Able to perform all registration and scheduling duties.
• Responsible for staffing grid/assignments for Registration/Clerical, and CST staff members.
• Monitors staffing and workflow, communicates needs to the Director, Clinical Services.
• Monitors the generation of good faith estimates for self-pay and out of network patients.
• Prepares and maintains front desk manuals and new hire manuals.
• Answers and directs department phone calls.
• Monitors accuracy of insurance verification for all clinics.
• Identifies and maintains registration practice guidelines.
• Enters patient demographic and insurance information into the EHR.
• Ensures team members are trained on entering patient demographic and insurance information into the EHR.
• Insurance verification within the EMR system and other websites.
• Responsible for ensuring the collection of copays.
• Create new provider list by department.
• Manages patient portal requests.
• Acts as a go to person for all registration and clinical staff.
• Availability to work on weekends and evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• Prepares the daily census
• Stays up to date on insurance changes and communicates appropriately.
• All other duties as assigned.

Qualifications:

EDUCATION AND/OR EXPERIENCE:

• Minimum 4 years’ experience working in healthcare with insurance and registration experience required.
• Minimum 3 years’ experience of data entry and receptionist experience or equivalent amount of formal training in a medical setting.
• Associate’s degree or equivalent, relevant work experience required; Bachelor’s degree preferred.
• Knowledge and proficiency in grammar and spelling skills.
• Ability to effectively communicate with others verbally and in writing.

OTHER SKILLS AND ABILITIES:

• Knowledge and proficiency utilizing payer websites including CHAMPS and others as required.
• Experience with electronic health record, Epic preferred.
• Knowledge of basic word processing and file management using Microsoft Word and Excel.
• Ability to operate standard office equipment such as multi-line phone system, copier, fax machine etc.
• Ability to comprehend and communicate detailed instructions accurately.
• Ability to interpret and understand insurance benefits and reimbursement.
• Demonstrate the ability to recognize priorities in the organization of work flows.
• Able to perform duties independently, with minimal need for direct supervision.
• Proficiency with basic medical terminology.

About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)

Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.

WMed is the recipient of a $100 million foundational gift and the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide as well as the creation of 1,600 new jobs and an annual estimated economic impact of $353 million in Kalamazoo and Calhoun counties.

We train physicians in 10 residencies and five fellowships accredited by the Accreditation Council for Graduate Medical Education. To support our educational mission, we have Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.

WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout the Kalamazoo and Battle Creek areas. Faculty in the Department of Pathology serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.

The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with student study and social spaces, team-based learning halls, faculty and administrative offices, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.

WMed builds upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, Research Histology Lab, Innovation Center, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery.

We provide a drug- and tobacco-free workplace.

EEO Minorities/Women/Disabled/Protected Veterans.