Front Office Secretary Supervisor, McCandless

Join the Rehabilitation Institute outpatient clinic in McCandless as a Front Office Secretary Supervisor!

In this role, you will oversee front office operations and clerical staff, coordinate administrative support for the Facility Director and supervisors, and help ensure a welcoming, efficient patient experience. You will work closely with therapists, clinical leadership, billing, authorization/pre-arrival teams, and management to support accurate registration, scheduling, and reimbursement processes.

This supervisory position includes morning, midday, and evening shifts. A perk of this position is that there are no weekends or holidays required!

Responsibilities

• Supervise clerical support staff, coordinate daily workflows and office coverage, and adjust priorities to meet facility needs. Implement office procedures and quality controls to ensure timely, accurate work that meets established productivity standards.
• Support patient scheduling, registration, check-in, and insurance verification and authorization. Prepare new patient charts with required therapy and billing forms, direct or escort patients to treatment areas, and notify therapists when patients are ready.
• Receive and post front desk payments, enter payments and adjustments promptly, and securely deposit payments at the bank as needed. Assist with Medicare and non-Medicare billing and collections, follow payer-specific procedures, and provide requested documentation to insurance carriers.
• Provide backup coverage for reception, transcription, insurance office, and billing functions. Answer calls, complete typing requests, distribute and update forms and policies, maintain contact lists, and track and file employee paperwork.
• Support hiring and onboarding by scheduling interviews, completing reference checks, training clerical and clinical staff on office procedures and billing changes, and orienting volunteers and clinical staff using the facility checklist. Request email access and identification badges for new clerical staff.
• Assist with performance evaluations for clinical support staff, track clinic evaluation dates, and ensure completion of annual assessments and testing. Address issues involving clerical staff and rehabilitation aides, initiate personnel actions through the Administrative Assistant, and use independent judgment when established guidance is unavailable or the Administrative Assistant is absent.
• Maintain calendars, coordinate meetings and appointments, distribute office coverage and aide appointment schedules, and communicate clinic schedule changes. Track and distribute paid time off calendars and requests, verify available balances, arrange coverage for STO and UTO, and serve as backup payroll timekeeper. Submit mileage and expense reimbursement requests.
• Prepare evaluations, progress notes, discharge summaries, meeting minutes, correspondence, and reports as requested. Perform Notary Public duties as requested and maintain a high level of confidentiality.
• Maintain office supply inventory and equipment, prepare office and special medical supply requisitions in accordance with UPMC purchasing procedures, distribute mail and correspondence, make copies, and maintain office bulletin boards.
• Compile, tabulate, and present operational statistics, including year-end statistics, missing charges and information reports, Work Partners reports, and other requested reports. Forward reports to the appropriate personnel.
• Build effective working relationships with patients, physicians, supervisors, coworkers, and the public by providing caring, supportive customer service. Help resolve office concerns and maintain a positive, professional environment.
• Participate in staff and clerical department meetings, professional development, and in-service education. Follow and encourage adherence to Centers for Rehab Services policies, the Corporate Compliance Program, and the Code of Conduct, including reporting suspected unethical, incompetent, or illegal conduct to the appropriate individuals. Perform other assigned duties in support of the organization’s mission.
• Bachelor's degree and 3-5 years in an administrative management or fiscal setting. An equivalent combination of education and experience will be considered.
• Must possess excellent organizational and communication skills, both written and oral, at a senior administrative level are required.
• Must possess ability to maintain confidentially with regard to all job assignments and the ability to carry out all assignments in a timely manner demonstrating initiative and creativity.Knowledge of medical terminology, ICD-9 and CPT Coding preferred.
• Must possess a good working knowledge of word processing and spreadsheet software including Word and Excel.
• Must possess excellent data entry and computer software application skills and must have a desire to maximize the use of technology to automate processes.
• Must be able to prioritize a heavy workload.
• Detail orientated person with excellent communication and interpersonal skills required.
• Ability to respond appropriately to telephone inquiries.

Licensure, Certifications, and Clearances

• Act 33 with renewal
• Act 34 with renewal
• Act 73 FBI Clearance with renewal

UPMC is an Equal Opportunity Employer/Disability/Veteran