Clinic Admin Supervisor

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

11/1/2023

Entity:

Wisconsin

Job Code:

542009

Job Title:

Clinic Admin Supervisor

FLSA Exemption Status:

Exempt

Management Level:

Supervisor/Program Manager

JOB SUMMARY

The Clinic Administrative Supervisor provides supervision of administrative staff within a clinical setting. This role is responsible for ensuring the effective operation of the day-to-day activities of the staff in the clinic, including planning, organizing, scheduling, training, staff development, and monitoring workload. This role may be responsible for coordinating department-level purchasing, preparing department budget reports, and maintaining departmental policies and procedures. In addition to the duties outlined above, the Clinic Administrative Supervisor is also responsible for measuring and communicating the clinic efficiency metrics to leadership.

ESSENTIAL DUTIES

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Supervise the daily operations of administrative staff: direct, train, and coordinate staff, review employee performance, and apply UW Health work standards to daily operations.

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Serve as an escalation point for patient issues and questions. Assist scheduling staff with complex and disgruntled patient /employee situations requiring intervention from a higher authority.

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May provide expertise in schedule template build and review and assist other staff in learning this process. May develop, coordinate, and implement physician schedules. Monitor existing templates and maintain daily schedules for resources.

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Recommend and implement guidelines and workflows for the department, focusing on continuous process improvement and waste elimination.

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Oversee the education of staff, including new employee orientation, competency assessments, and ongoing education programs across all areas of responsibility. Identify focus areas for competency assessments. Provide training opportunities to address areas highlighted by these assessments.

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Monitor policy and procedure updates to identify updates that are applicable to team members. Apprise staff of changes.

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Coordinate with clinic leadership on scheduling issues and workflow changes.

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Assist staff with the implementation of changes; monitor and analyze the impact of change.

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Participate in the hiring and selection of candidates for employment.

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Coordinates all payroll activities for the department.

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Ensures adequate coverage for identified areas of responsibility.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

High School Diploma

or equivalent

Required

Bachelor's Degree

In Healthcare, Business Administration, or other business-related field

Preferred

3 years

of progressive leadership responsibilities with experience working in healthcare

Required

Supervisory experience in Access Services, Registration, Patient Accounting, or Clinic Operations

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Knowledge of basic patient care principles and practices

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Thorough knowledge of computer systems and the ability to effectively utilize software applications including spreadsheet development and database development and management

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Excellent verbal and written communication skills

•

Knowledge of medical terminology

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Knowledge of or ability to learn UW Health policies and procedures

•

Evidence of excellent organizational and time management abilities.

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Experience developing schedules, work assignments, work rules, and policies is essential

•

Ability to provide excellent customer service

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Ability to work and communicate effectively, both verbally and in writing, with a variety of individuals including nurses, physicians, patients, and their families

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Knowledge of and ability to use computers for entering appointment information and patient billing

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Ability to work under pressure in stressful environment and make decisions

•

Effective leadership abilities. Ability to provide leadership, guidance, and direction to support staff.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☒

Sedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Even though the weight lifted may only be negligible amount, a job is in this category when it requires walking or standing to a significant degree.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☐

Medium: Ability to lift up to 50 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds.

20-50#

10-25#

Negligible-10#

☐

Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.

50-100#

25-50#

10-20#

☐

Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.