Office Supervisor

3 weeks ago

Regina, Saskatchewan, Canada Surgical Centres Inc Full time

Clearpoint Health Network is Canada's largest trusted provider of independent surgical and multi-disciplinary medical centres across Canada. Working in close collaboration with hospitals, insurance providers, provincial and regional health organizations, and workers' compensation boards, Clearpoint delivers high-quality care across Canada meeting the needs of patients, while alleviating capacity pressure on public health systems.

Regina Surgical Centre, a division of Clearpoint Health Network is recruiting for an experienced Office Supervisor

Position Summary

Reporting to the Nurse Manager, the Clinic Office Supervisor leads and supports the surgical facility's administrative function, while supporting a culture that emulates our company mission and values of Compassion, Quality, Innovation and Respect. This individual is responsible for ensuring excellent quality of customer service and administrative service that contributes to the overall focus on effective patient care and operational success.

Key Responsibilities

  • Overseeing the administrative team, ensuring smooth operations and adherence to policies and procedures.
  • Responsible for maintaining accurate and confidential patient records and information.
  • Collaborates with the Nurse Manager to ensure clinic activities supports patient flow.
  • Fostering a positive and supportive work environment in a fast paced environment, including recruiting, training, coaching, and providing feedback to staff for performance improvement and development. Maintains staff files and assists with onsite Payroll/HR questions.
  • Facilitating the onboarding process for new staff and physicians, as well as maintaining physician privileging.
  • Planning and scheduling staff according to clinic needs, as well as coordinating clinic usage by surgeons.
  • Assisting the Nurse Manager in managing the performance of the clinic team.
  • Ensuring timely submission of reports and compliance with regulatory requirements from relevant authorities such as SHA (Saskatchewan Health Authority), HFLA (Health Facility Licensing and Accreditation), WCB (Workers' Compensation Board), and regulatory bodies like the College of Physicians and Surgeons.
  • Overseeing billing processes, expense processing, payroll approval, paid time off and invoicing for surgical procedures and facility use as per contracts.
  • Participating in management meetings, not limited to, Health & Safety Committee. Contributing to strategic planning, and liaising with various stakeholders and upper management.
  • Ability to perform various tasks within the clinic, including medical transcription, procedure costing, inventory management, and banking functions, as needed. Ability to perform each role which reports to this position in the case of illness, vacation, etc.
  • Collaborating effectively with other divisions and surgical facilities within the organization, as well as scheduling meetings with external companies and partners.
  • Assisting with approvals of invoices, both in Sage (an accounting software) and for the Saskatchewan Health Authority (SHA) (in absence of Manager), as well as managing billing for private partners.
  • Working closely with the Workers' Compensation Board (WCB), managing billing and supplies judiciously for WCB cases, and coordinating with private partners for cosmetic procedures.

Qualifications

  • Ongoing proven work experience and performance in the clinical operations setting
  • Proven experience leading more than 5 employees
  • 2 – 3 years' direct experience supervising staff and building effective high performing teams
  • Ability to train new team members on clinic systems, processes and procedures
  • Strong interpersonal and communication skills combined with top-notch organizational expertise
  • Evident knowledge of medical terminology and the healthcare industry
  • Robust hands-on experience with database systems and MS Office Suite
  • Understanding of accounting principles, as required
  • Excellent time management skills, adapting to change and pivot when necessary
  • Highly patient-service oriented with a proactive and problem-solving attitude
  • Must have and provide proof of full COVID-19 immunization

Accommodation is available upon request for candidates taking part in all aspects of the selection process.

Vaccines (COVID-19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Saskatchewan Human Rights Act.

Clearpoint Health Network will only contact those candidates being considered for an interview. We sincerely appreciate your interest in this opportunity and thank you for your application. By submitting your resume, you agree to Clearpoint Health Network sharing your information with representatives of the organization responsible for the hiring process. Clearpoint Health Network will keep your resume on file and protect your personal information in accordance with governing privacy legislation.

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