Office Supervisor
Position Summary
Under the direction of the Practice Director and Providers, the Office Supervisor collaborates with the healthcare team to lead and support the delivery of high-quality, patient-centered care and efficient practice operations across the practice. The Office Supervisor serves as the operational leader for front-end and back-end staff, promoting efficient operations, patient access, regulatory compliance, procedural readiness, staff development, patient experience, and operational excellence.
The Office Supervisor provides day-to-day leadership and oversight of office operations, including clinical support and administrative workflows, staff supervision, onboarding, competency validation, quality initiatives, patient experience standards, and operational performance. The Office Supervisor partners with providers to ensure efficient clinical workflow while supporting compliance with organizational policies, regulatory requirements, and established clinical standards.
The Office Supervisor utilizes critical thinking, operational leadership, sound judgment, and interpersonal skills to foster a culture of accountability, collaboration, professionalism, continuous improvement, and High Reliability Organization (HRO) principles. The Office Supervisor is motivated, adaptable, and an empathetic communicator who is passionate about operational excellence, staff engagement, and delivering an exceptional patient experience.
The Office Supervisor will work 50-75% of their hours in a support role at the office (PSR or clinical) the remaining time will be administrative duties, for the supervisor of float pool this includes floating to offices for coverage 50% or more of their time. This time may be modified based on the needs of the practice and direction of the senior leader.
Primary Position Responsibilities
Practice Operations and Workflow Oversight
- Oversees daily practice operations to ensure safe, efficient, and patient-centered workflows.
- Oversees front office operations including patient registration, scheduling, appointment management, insurance verification, referrals, prior authorizations, telephone communication, patient check-in/check-out, and customer service.
- Oversees clinical support workflows including patient rooming, provider flow, exam room readiness, and patient throughput in collaboration with providers.
- Monitors daily staffing needs, workflow assignments, patient access, scheduling utilization, and operational efficiency.
- Assists in the management of urgent operational issues, patient concerns, staffing adjustments, and workflow challenges to maintain continuity of operations and patient satisfaction.
Identifies operational, equipment, workflow, or patient safety concerns and escalates appropriately.
- Support budget adherence through office inventories and cost-control initiatives within the organization.
- Ensures adherence to HIPAA, OSHA, infection prevention practices, organizational safety standards, and regulatory requirements.
Staff Supervision and Office Leadership
- Supervises and supports Patient Service Representatives, Medical Assistants, Registered Nurse / Licensed Practical Nurses, Office Coordinators, Administrative Assistants, and other support staff within the practice.
- Provides day-to-day leadership, guidance, coaching, delegation, and operational oversight consistent with staff roles, organizational policies, and regulatory requirements.
- Coordinates onboarding, orientation, competency validation, performance evaluations, workflow training, and ongoing staff development through direct supervision or collaboration with clinical leadership.
- Conducts routine observation and monitoring of staff performance to ensure compliance with organizational policies, workflows, quality standards, customer service expectations, and patient safety practices.
- Assists with staff scheduling, workflow assignments, productivity monitoring, performance feedback, and operational support in collaboration with Practice Leadership.
- Promotes teamwork, accountability, professionalism, and effective communication across the interdisciplinary care team.
- Serves as an operational resource for providers and staff regarding office workflows, scheduling processes, patient access, customer service, and operational processes.
- Supports conflict resolution, service recovery efforts, and escalation of patient or operational concerns as appropriate.
- Assists in maintaining a positive, patient-centered office environment that promotes exceptional customer service, efficient practice operations, and staff engagement.
Patient Experience, Care Coordination, and Administrative Support
- Supports staff in providing exceptional customer service and patient-centered communication throughout the patient experience.
- Ensures communication is adapted appropriately to meet patients' individual needs and promotes a welcoming, respectful environment.
- Coordinates administrative aspects of patient care including referrals, authorizations, outside records, forms, scheduling, and communication between patients, providers, and ancillary departments.
- Facilitates coordination with specialists, hospitals, ancillary departments, and community resources to support continuity of care.
- Assists in resolving patient concerns and service recovery opportunities to improve patient satisfaction and access.
Documentation, Regulatory Compliance, and Quality Improvement
- Ensures accurate, timely, and complete administrative documentation within the electronic health record.
- Oversees compliance with patient identification standards, scheduling integrity, registration accuracy, referral and authorization requirements, insurance verification, and revenue cycle workflows.
- Collaborates with Central Billing and Revenue Cycle teams to resolve operational issues affecting reimbursement, denials, and registration quality.
- Oversees daily readiness of front office and clinical support areas including reception areas, exam rooms, equipment, supplies, forms, and operational resources.
- Supports efficient scheduling, staffing utilization, provider template optimization, and patient access initiatives.
- Leads and/or participates in safety huddles, staff meetings, operational audits, quality initiatives, and process improvement activities.
- Collaborates with leadership to identify workflow improvement opportunities and implement standardized best practices across Hunterdon Medical Group.
- Assists in monitoring operational metrics including patient access, scheduling utilization, registration accuracy, referral completion, patient experience, and quality outcomes.
- Supports emergency preparedness activities and response protocols within the practice.
Professional Responsibility
- Demonstrates accountability for operational excellence, patient experience, staff engagement, quality outcomes, and organizational performance.
- Maintains knowledge of payer requirements, scheduling policies, registration standards, revenue cycle workflows, organizational procedures, and regulatory requirements.
- Collaborates with providers to ensure clinical support staff perform duties within their respective scope of practice while maintaining compliance with organizational policies and established clinical standards.
- Demonstrates professionalism, adaptability, sound judgment, leadership, and effective conflict resolution in managing daily practice operations.
- Demonstrates High Reliability Organization (HRO) principles by maintaining situational awareness, promoting a culture of safety, encouraging staff to speak up for concerns, and participating in continuous learning and process improvement initiatives.
- Establishes collaborative working relationships with providers, patients, staff, leadership, and external partners.
- Performs other duties as assigned.
Work Contact Group (Internal/External)
Physicians, advanced practice providers and residents, patients, patient’s families, outpatient office staff personnel, some HMC dept. personnel, representatives from laboratories, and pharmaceutical companies.
Reporting Relationships
Reports to (position):
Practice Manager / Director
Supervises (position(s):
Office Support Staff
Qualifications
Minimum Education:
Required:
As of November 1, 2026, all new hires and promotions require an Associate’s degree in Healthcare Administration or a related field (alternatively, a High School diploma with minimum of 5 years of relevant direct experience will be accepted)
Preferred:
Bachelors degree in Healthcare Admin or other related field
Minimum Years of Experience (Amount, Type and Variation):
Required:
Must have two years of experience working in a healthcare setting
Preferred:
Managerial experience
License, Registry or Certification:
Required:
None
Preferred:
Lean Healthcare methodologies certifications, Healthcare leadership certifications, Billing / Coding Certification.
Knowledge, Skills and/or Abilities:
Required:
Good communication and interpersonal skills, decision making ability, telephone etiquette, detail and multitasking oriented, ability to handle a high volume of patients, problem solving skills, ability to use emergency equipment, ability to manage people. Demonstrates sound judgement, progessionalist, adaptability and accountability.
Preferred:
Previous supervisory or leadership experience in an ambulatory or outpatient practice setting; experience with quality improvement initiatives, staff training, and competency validation; familiarity with procedural or specialty practice workflows; bilingual communication skills preferred.
Hunterdon Health is committed to providing a competitive benefit package to our employees. Benefit offerings vary based on status and may include but not be limited to medical, dental, vision, family forming, paid time off, tuition reimbursement, and retirement savings.
The hiring range listed is the potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement. When determining an applicant’s hourly rate and/or base salary, several factors may be considered as applicable (e.g., years of relevant experience, education, internal equity, and specialty).