Supv Office (BMG)

Company Name: Beacon Health System
Location: South Bend, Indiana, United States
Job Type: Full-time
Salary Range: Negotiable
Industry: Healthcare

Job Overview

Beacon Health System is a leading provider of comprehensive healthcare services, dedicated to enhancing the health of the communities we serve. We are seeking a highly organized and experienced Supv Office (BMG) / Office Supervisor (BMG) to join our team in South Bend, Indiana. This Full-time, Mid-Level leadership role offers a pivotal opportunity to directly oversee and optimize the daily administrative and support operations of a dynamic medical office within our Healthcare system.

As an Office Supervisor, you will be instrumental in managing clerical and support staff, coordinating patient care activities, and ensuring the smooth flow of daily operations. You will leverage your strong leadership skills, proficiency with medical coding systems, and comprehensive understanding of office procedures to maintain high standards of patient satisfaction and operational efficiency. If you are a proactive problem-solver with excellent communication abilities, committed to continuous improvement, and eager to make a tangible impact on administrative excellence in a vital healthcare setting, Beacon Health System invites you to apply.

Duties and Responsibilities

• Hold overall responsibility for scheduling of clerical and other support staff, ensuring optimal coverage and efficiency.
• Directly supervise clerical staff, coordinating patient care activities and overseeing/coordinating training programs.
• Participate in the compilation of information for employee performance appraisals; assist with employee relation matters.
• Assist with interviewing prospective new employees, mid-level providers, and physicians; provide comprehensive orientation.
• Collaborate on developing training and education for staff, mid-level providers, and physicians.
• Maintain smooth daily operations in clerical pods and support activities; maintain positive public relations.
• Conduct regular unit meetings to foster team communication and address operational topics.
• Be responsible for hiring/selection and termination of employees (under supervision); evaluate performance and administer disciplinary actions.
• Assist with the development of patient billings, medical records, and office activities; monitor fees and reimbursement.
• Participate in the budget process; assist with effective management/control of expenses.
• Order, track, and maintain inventory of supplies, ensuring adequate stock levels.
• Assist with decisions on selecting vendors and purchasing supplies/equipment.
• Review charge posting and coding for accuracy, ensuring proper financial processing.
• Ensure accurate patient data capture for billing and collection purposes.
• Supervise daily deposits, ensuring financial integrity.
• Work closely on accounts payable processes, ensuring timely payments.
• Handle all mail and correspondence efficiently.
• Assist with the identification of maintenance and repair matters for the office.
• Assist in monitoring the telephone system, ensuring effective communication.
• Collaborate on marketing and advertisements for the practice.
• Respond immediately to patient concerns/complaints, ensuring prompt resolution.
• Perform follow-up and ensure timely resolution of customer service matters.
• Keep Director/Practice Manager apprised of potential service disruptions or significant issues.
• Work collaboratively to address Physician issues and concerns.
• Serve as a communication resource (disseminating, explaining, interpreting policies/procedures/regulations), especially in the absence of the Director/Practice Manager.
• Make changes in the Physician appointment scheduling template as needed.
• Assist in the development of plans for hardware and software needs.
• Facilitate timely implementation, education, and training of information system changes.
• Apprise Director/Practice Manager of unusual situations or significant events.
• Participate in continuous quality improvement initiatives within the office.
• Maintain accurate records, reports, and files.
• Complete other job-related assignments and special projects as assigned.
• Attend and participate in department meetings, complete mandatory education/competencies/health requirements, and maintain licensure/certification.
• Utilize appropriate universal precautions, protective equipment, and ergonomic techniques.
• Adhere to regulatory agency requirements and policies.
• Be available to work overtime and additional shifts/schedules when required.

Qualifications

• Experience Level: Mid-Level (3+ years related healthcare experience AND 3+ years management/supervisory experience).
• Education Requirement: High school diploma required; Bachelor’s degree preferred.
• Required Skills:
  • High school diploma required; Bachelor’s degree preferred.
  • Minimum of three years of related healthcare experience.
  • Minimum of three years of management or supervisory experience.
  • Proficiency with coding systems such as ICD-9-CD, CPT-4 (HCPCS) required.
  • Working knowledge of general medical office methods, practices, procedures, and medical record file systems.
  • Working knowledge of third-party reimbursement procedures and requirements (Medicare/Medicaid, commercial insurance).
  • Working knowledge of medical terminology, anatomy, physiology, and ability to utilize established and specialized technical coding processes.
  • Proficiency in basic computer skills (data entry, word processing, spreadsheets); basic understanding of database applications desired.
  • Solid office/secretarial skills, including operating standard office equipment.
  • Strong leadership skills to gain cooperation and support from staff and Physicians.
  • Organization and analytical skills to analyze situations/problems and provide timely resolution.
  • Interpersonal and communication skills (verbal and written) to deal effectively with a diverse group of people.
  • Strong interest in ongoing leadership skills development and participation in management development activities.
  • Overall responsibility for scheduling of clerical and other support staff.
  • Experience supervising clerical staff, coordinating patient care, supervising and coordinating training.
  • Proven ability in participating in compilation of information for employee performance appraisals; assisting with employee relation matters.
  • Skilled in assisting with interviewing prospective new employees, mid-level providers, and physicians; providing comprehensive orientation.
  • Collaborative experience on developing training and education for staff, mid-level providers, and physicians.
  • Proficient in maintaining smooth daily operations in clerical pods and support activities; maintaining public relations.
  • Experience conducting regular unit meetings.
  • Proven ability in hiring/selection and termination of employees (under supervision); evaluating performance and administering disciplinary actions.
  • Skilled in assisting with development of patient billings, medical records, office activities; monitoring fees and reimbursement.
  • Proficient in participating in budget process; assisting with effective management/control of expenses.
  • Experience ordering, tracking, and maintaining inventory of supplies.
  • Skilled in assisting with decisions on selecting vendors and purchasing supplies/equipment.
  • Proficient in reviewing charge posting and coding for accuracy.
  • Experience ensuring accurate patient data capture for billing and collection.
  • Skilled in supervising daily deposits.
  • Experience working closely on accounts payable processes.
  • Proficient in handling all mail and correspondence.
  • Experience assisting with identification of maintenance and repair matters.
  • Skilled in assisting in monitoring telephone system.
  • Collaborative experience on marketing and advertisements.
  • Ability to respond immediately to patient concerns/complaints.
  • Skilled in performing follow-up and ensuring timely resolution of customer service matters.
  • Proficient in keeping Director/Practice Manager apprized of potential service disruptions.
  • Experience working collaboratively to address Physician issues.
  • Ability to serve as communication resource (disseminating, explaining, interpreting policies/procedures/regulations), especially in absence of Director/Practice Manager.
  • Skilled in making changes in Physician appointment scheduling template.
  • Experience assisting in development of plans for hardware and software needs.
  • Proficient in facilitating timely implementation, education, and training of information system changes.
  • Skilled in apprizing Director/Practice Manager of unusual situations.
  • Proven ability in participating in continuous quality improvement.
  • Skilled in maintaining records, reports, and files.
  • Capable of completing other job-related assignments and special projects.
  • Ability to attend and participate in department meetings, completing mandatory education/competencies/health requirements, maintaining licensure/certification.
  • Proficient in utilizing appropriate universal precautions, protective equipment, and ergonomic techniques.
  • Adheres to regulatory agency requirements and policies.
  • Available to work overtime and additional shifts/schedules.

Salary and Benefits

Beacon Health System offers competitive compensation for this Full-time Supv Office (BMG) / Office Supervisor (BMG) position. Your salary will be negotiable and determined based on your extensive experience and qualifications. We are committed to fostering a supportive and rewarding work environment for our valued leaders. Beyond your salary, Beacon Health System provides a comprehensive benefits package designed to support your overall well-being and professional growth, which typically includes robust medical, dental, and vision insurance, generous paid time off, and retirement planning options.

Working Conditions

This is a Full-time, On-site position located in South Bend, Indiana, United States. You will primarily work within a medical office environment, overseeing clerical and support staff and interacting with patients, physicians, and various internal/external contacts. The role demands strong leadership, organizational, and analytical skills, with the ability to manage multiple priorities in a fast-paced setting. You will be expected to maintain professionalism, handle sensitive information, and resolve interpersonal conflicts effectively. Standard business hours are generally observed, though you may be required to work overtime and additional shifts/schedules as needed to meet operational demands.

Why Work with Us

At Beacon Health System, we are more than just a healthcare provider; we are a dedicated community of caregivers committed to enhancing the health and well-being of those we serve. Joining us as an Office Supervisor (BMG) means becoming a pivotal leader in a system that values Healthcare excellence, efficient Management, and compassionate patient care.

You’ll be empowered to lead and develop a dedicated team, streamline critical office operations, and directly contribute to the financial health and patient satisfaction of our medical practices. We offer a supportive and collaborative environment where your leadership skills, coding proficiency, and commitment to continuous improvement are highly valued. If you are a driven and experienced office supervisor seeking a challenging role where your contributions make a tangible impact on daily healthcare operations, Beacon Health System offers an unparalleled opportunity for your next career chapter.