Practice Supervisor

Description

Role Overview 

The Practice Supervisor plays a key role in assisting the Practice  Manager with overseeing daily clinic operations, optimizing front-office workflows, and supporting staff development to ensure an exceptional patient  experience. This role is instrumental in driving operational efficiency, regulatory compliance, and continuous quality improvement across the  practice. Serving as a liaison between staff, providers, and leadership, the Practice Supervisor gains hands-on experience in key aspects of practice management   with a clear pathway toward advancement into a Practice Manager role. 

 Role Expectations 

• Champion Patient Experience: Drives a culture of patient-centered care by monitoring and enhancing service  quality in all patient-facing areas. Utilizes real-time feedback tools and digital survey platforms to measure satisfaction, and implements      improvement strategies based on feedback from patients, physicians, and leadership.
• Operational Oversight: Ensures daily operations align with BBS standards and procedures. Maintains and updates office workflows, policies, and protocols to support an efficient, compliant, and patient-focused environment.
• Team Leadership: Supervises and mentors front office and support staff, promoting accountability, collaboration, and continuous learning. Actively participates in recruitment, onboarding, performance evaluations, and development planning      in accordance with organizational values and legal standards.
• Workforce Flexibility: Provides hands-on support across front desk and operational areas during high-volume periods to maintain seamless patient flow and service continuity.
• Office Efficiency & Resource Management: Manages inventory of office and clinical supplies, ensures timely replenishment, and monitors budget compliance. Continuously looking for opportunities to streamline processes using  digital tools and automation.
• Data Integrity & EMR Compliance: Ensures  accurate, timely data entry and updates within athenaOne, the EMR (Electronic Medical Record) system. Oversee the team’s adherence to documentation standards and privacy regulations.
• Visitor & Information Management: Oversees office reception procedures, ensuring courteous and efficient handling of visitor interactions and routine information requests.
• Financial Transactions: Maintains and  reconciles petty cash in accordance with finance protocols. May assist with insurance verification and billing-related inquiries as needed.
• Facility Management: Coordinates facility maintenance and vendor services. Sources competitive bids for      repairs, monitors contractor performance, and ensures the physical  environment is safe, clean, and functional.
• Daily Readiness: Ensures the office is fully prepared for operations each day, including systems checks, supply readiness, and staffing coverage.
• Telecommunications Support: Assists with managing call volume during peak times, ensuring prompt and professional      response and routing of calls.
• Patient Relations: Acts as an escalation point for patient concerns, resolving issues promptly and effectively while promoting trust and satisfaction.
• Engagement & Collaboration: Participates  in staff meetings, internal committees, and cross-functional initiatives. Brings forward ideas to improve patient care, team performance, and operational excellence.
• Compliance & Safety: Actively supports and enforces BBS’s Compliance Program, including HIPAA, OSHA, and People Services policies. Conduct periodic audits and participate in corrective action planning.
• Training & Development: Leads onboarding and continuous training for staff on systems, compliance, workflows, and customer service best practices. Encourages a culture of learning and adaptability.
• Marketing & Outreach Support: Collaborates  with physicians and marketing teams to strengthen referral relationships      and represent the practice positively within the hospital and community.
• Special Projects & Additional Duties: Takes ownership of special initiatives and completes other duties as assigned to support the evolving needs of the practice. 

Requirements

•  Demonstrates reliable attendance and punctuality, consistently meeting scheduling commitments.
• Maintains a professional demeanor and positive attitude, fostering a culture of respect, collaboration, and service excellence.
• Adheres to the organization's dress code and presents a polished, professional appearance.
• Operates independently with minimal supervision, showing initiative and accountability in daily responsibilities.
• Completes tasks with accuracy, attention to detail, and within established deadlines.
• Exhibits strong written, verbal, and interpersonal communication skills, with a high degree of  emotional intelligence and customer service orientation.
• Demonstrates effective problem-solving, critical thinking, and analytical abilities to support operational decisions.
• Maintains excellent organizational skills, managing multiple priorities and adjusting to shifting demands in a dynamic healthcare environment.
• Actively participates in staff meetings, training sessions, and quality improvement initiatives.
• Builds and sustains positive working relationships with physicians, staff, hospital partners, and administrative leadership.
• Exercises sound judgment and maintains strict confidentiality with patient and staff information, and sensitive organizational data.
• Embodies professionalism, integrity, and a strong work ethic in all aspects of the role.

 Education and Experience 

•  Bachelor’s  degree preferred; equivalent experience (3–5 years) in a medical office or healthcare administration role may be substituted.
• Proven experience in a supervisory or team-lead capacity in a clinical or administrative setting with the ability to coach and support the team.
• Proficient in practice management systems and electronic medical records (EMRs); experience with athenaOne is a plus.
• Working knowledge of medical terminology, with emphasis on neurosurgery or specialty care preferred.
• Familiarity with compliance standards, HIPAA, and healthcare operations best practices.
• Effective communication and interpersonal skills.