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Under the direct supervision of the Nursing Site Administrator or Back Office Supervisor III, the Back Office Supervisor II is responsible for supervising all back office direct and indirect patient care activities related to efficient patient flow and positive customer relations for their designated sites. This responsibility includes working collaboratively with the site management team to ensure patient satisfaction, employee satisfaction, improving the health status of patients, and a safe, culturally sensitive, aesthetically appropriate environment of care.
The Back Office Supervisor II is responsible for the management of a GVHC site with 4 or more medical provider FTEs at one or multiple locations.
ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following is used as a partial description and is not restrictive as to duties required)
1. Supports, implements, and fosters greater staff understanding of the Mission, Vision, and Values of Golden Valley Health Centers.
2. Is responsible for the direct supervision of back office Medical Assistants to assure efficient patient flow and assures established policies and procedures and work instructions are followed.
3. Performs data collection and patient screening for triage purposes and refers to RN or provider for assessment and plan per existing policy and procedure.
4. Verifies medications and immunizations prepared by medical assistants against providers written order before administration to patient.
5. Administers first time nebulized medications and medications mixed with local anesthetic that are beyond scope of practice for medical assistants.
6. Performs basic skilled nursing activities that are beyond the scope of practice for medical assistants.
7. Assures compliance and processes are followed with the electronic health record systems.
8. Supports, implements and assures compliance with all of the organizations established best practices. Actively implements the organizations quality improvement projects.
9. Responsible for all back office supply ordering per purchasing procedures.
10. Monitors back office staff/patient interactions to insure patient confidentiality, encourage staff professionalism and positive customer relations.
11. Assists as the resource person for patient questions and complaints in regard to nursing care given and will refer to the NSA as appropriate.
12. Collaborates with the NSA and/or Back Office Supervisor II to coordinate back office activities to meet the needs of other clinic departments. Includes appropriate scheduling of staff.
13. Trains new and existing back office staff on proper patient care practices, computer applications, understanding of special programs, standardized GVHC processes, policies and procedures and work instructions.
14. Is responsible for ensuring compliance with Standard Precautions.
15. Ensures compliance with QA policy and procedures.
16. Must have knowledge of medical records protocols and appropriate charting including electronic medical records if applicable.
17. Assists the NSA in overseeing medical referral and prior authorization processing and tracking including surgery scheduling if applicable.
18. Responsible for the timely completion and submission of employee evaluations and consultations in accordance with policies and procedures for back office staff. Will consult with NSA as appropriate.
19. Completes and assures timely submission of employee time sheets in accordance with policies and procedures.
20. Assists the Front Office Supervisor in conducting and documenting mandatory evacuation drills.
21. Assists the NSA in conducting monthly nursing site surveys and assures compliance in all areas.
22. Ensures appropriate back office vaccine supply inventory and storage/handling procedures.
23. Ensures compliance with pap, mammogram, coumadin, etc. tracking policy and procedure.
24. Attends and assists the NSA and/or Back Office Supervisor II in conducting back office staff meetings. Attends other meetings as required.
25. Acts as the secondary contact for emergency situations regarding the fire alarm, security alarm, and any other facility related issues at the site during and after hours and responds as necessary. Will contact the NSA as appropriate.
26. Oversees calling/faxing in of refills to local pharmacies.
27. Performs other duties and/or special projects as assigned.
CLASSIFICATION(S) SUPERVISED: Back Office Medical Assistant and Referral Clerk
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