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Support Staff Supervisor - Southwest Clinic 

Location Greater Grand Rapids, Michigan Area  
Full-Time/Part-Time Full-Time  
Shift First  

Working at one of Pine Rest's largest outpatient clinics in the Grand Rapids area, the leader in this role will supervise a group of Administrative Support Staff and Medical Support Staff performing routine (answering telephones, sorting and filing, taking vitals) to semi-complex (maintaining records, scheduling, screening calls, medication ordering, typing, researching and correcting filing, etc.) Administrative and/or Clinical tasks. The Supervisor demonstrates discretion and good judgment when assigning workloads and organizing their own workload to meet established priorities.

Principal duties and responsibilities include, but are not limited to:

  • Responsible for day to day operation of the Front Office. Provides daily leadership and administrative support to the front office staff.
  • Responsible for developing performance plans and on-going monitoring of performance of assigned staff.
  • Coordinates, prepares and conducts job performance evaluations for current and probationary support staff.
  • Responsible for development, recommendation, and implementation of office support staff policies and procedures.
  • Makes recommendations and implements discipline and termination as authorized
  • Train or coordinate the training and orientation of new support staff and current support staff on new procedures and applications.
  • Schedules support staff, assigns work, monitors workload and coordinates individual work assignments and the general workflow within the department.
  • Maintain and approve support staff time cards.
  • Fielding and directing questions from clinical staff. Responsible for maintaining clinical schedules and monitoring wait list.
  • Balance daily batches, change box, and petty cash. Close and approve cash sheets. Bring completed deposits to the bank per the cash handling policy.
  • Plans and implements assigned projects assigned by Clinic Manager or PPG Administration, which may have program- or organization-wide significance.
  • Gathers, interprets, and summarizes data and information; uses data to develop administrative and statistical reports. Composes confidential and sensitive reports, contracts, and records.
  • Offers administrative support including but not limited to the following tasks: working the front desk, greeting and directing visitors or patients, answering questions based on knowledge of department/organization, appropriately transferring and screening calls, maintaining calendars of supervisor(s) and members of the work group, making routine/complex travel accommodations, and inputting data in computer system. Establishes, maintains and revises record keeping and filing systems; classifies, sorts and files correspondence, records and other documents.
  • Formats reports when given direction from Clinic Manager. Operates dictating and computer software in order to compose materials dictated by clinical personnel.
  • Calculates charges, collects and verifies chargeable therapies, procedures and follows up on balances accordingly. Reconcile receipts to be reimbursed.
  • Responsible to create a customer friendly environment and fielding any customer complaints.
  • Performs other duties or functions as assigned by Clinic Manager.

Supervisory Responsibilities:

  • Hiring and training new and/or current staff.
  • Performing ongoing staff supervision and completing performance reviews.
  • Monitoring staff performance and delegating tasks as appropriate.

Position Requirements

Education, Training, and Experience:

  • Position prefers a minimum of two to three (2-3) years of supervisory or leadership work experience.
  • Position requires completion of high school diploma or GED and additional training related to duties above. Associates or Bachelor's degree is preferred. Additional training may be required through formal education or through seminars.
  • Medical office clinical and/or managerial experience preferred.
  • Must maintain annual training and demonstrate competency in the areas of Safety, Infection Control, Patient Rights, and Corporate Compliance. Must complete annual TB skin test.

Specific skills, knowledge, and abilities:

  • A high level of decision-making skills in order to find solutions to technical problems, to explain & enforce procedures, etc.
  • Strong organizational skills are required to prioritize a variety of job tasks and functions.
  • Proficiency of electronic systems is required perform tasks using data and/or ability to learn systems.
  • Excellent communication skills are needed due to frequent exposure to internal and external customers.
  • Ability to prioritize and delegate tasks in order to ensure 100% compliance.

Pine Rest is an EOE

About the Organization Pine Rest is a nonprofit, free standing, behavioral health system founded in 1910 in Grand Rapids, Michigan. This comprehensive behavioral health center, coupled with the Pine Rest network of 18 outpatient clinics and satellite offices in Michigan and Iowa, provide individualized and group therapy for people of all ages and all levels of need. Pine Rest clinicians offer therapeutic services in behavioral health for people of all ages and all levels of need across the continuum of care within a Christian framework.

Pine Rest has a 198-bed inpatient hospital program with a 36-bed child and adolescent inpatient and a large partial hospital program for adolescents. Additionally, Pine Rest has many inpatient services for adults, including: four 22-bed adult inpatient units each designed for a different level of acuity, a 22-bed co-occurring substance use disorder adult inpatient unit, a large adult partial hospital program, and a 26-bed older adult inpatient unit.

The Pine Rest Community and Residential Services Division also provides a wide array of services. With over 220 residential beds across a variety of programs, including treatment for substance use disorders, homes for adults with intellectual and developmental disorders, adults with mental illness, and a program for youth aged 11-18 with extensive trauma histories focusing on trauma treatment and life skills programming.

The Pine Rest Behavioral Health Solutions Division partners with behavioral health and medical organizations to increase access to psychiatry services and to provide a continuum of behavioral health and telepsychiatry services throughout many communities across the State of Michigan.

Number of Openings 1  
EOE Statement Pine Rest Christian Mental Health Services an equal employment opportunity employer and complies with the following:

Executive Order 11246, as amended, prohibits employment discrimination based on race, color, religion, sex, sexual orientation, gender identity, or national origin, and requires affirmative action to ensure equality of opportunity in all aspects of employment.

Executive Order 11246, as amended, protects applicants and employees from discrimination based on inquiring about, disclosing, or discussing their compensation or the compensation of other applicants or employees.

Section 503 of the Rehabilitation Act of 1973, as amended, protects qualified individuals with disabilities
from discrimination in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment. Disability discrimination includes not making reasonable accommodation to the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or employee, barring undue hardship to the employer. Section 503 also requires that Federal contractors take affirmative action to employ and advance in employment qualified individuals with disabilities at all levels of employment, including the executive level.

The Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended, 38 U.S.C. 4212, prohibits
employment discrimination against, and requires affirmative action to recruit, employ, and advance in
employment, disabled veterans, recently separated veterans (i.e., within three years of discharge or release from active duty), active duty wartime or campaign badge veterans, or Armed Forces service medal veterans.

This position is currently not accepting applications.

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