The Back Office Supervisor performs complex and varied administrative and clinical assignments. Serves as a personal contact for physicians, staff, and outside departments in order to address problems, issues or concerns that require attention. Assists in management of clinical unit operations.
Reports to the Manager and/or Director of the department/unit. This position supervises clinical staff, including Medical Assistants, LVN's and RN's. Departmental Specific Summary This position organizes, coordinates or provides oversight for various projects and functional areas in the ambulatory environment including physician support, assisting in oversight of multiple practice site operations and special projects management.
This includes centralized processes such as Rx refill service, transcription support. Serves as liaison to HIM and lead EHR on-site coordinator. Facilitates physician onboarding process.
Provides support for expenditure tracking.
Leadership Provides the daily monitoring of day-to-day operations of the Cardiac & Vascular Surgery Clinic staff as the Back Office Clinical Supervisor. Supervises at least two full-time staff or the equivalent, coordinates personnel actions, including, but not limited to performance evaluations, time-off requests, staff disciplinary actions, hiring, and terminating staff. Establishes clear job requirements for employees by overseeing the orientation of new employees and maintaining current position descriptions and measurable performance standards and monthly meetings.
Provides the hiring, training, counseling, assignment and evaluations of work to staff members with Manager/Director approval. Oversees and participates in the coverage of department functions during times of illness, vacations, etc. Supports in ensuring clinic is survey ready by providing staff education & conducting routine audits.
Ensures clinic is financially responsible by performing billing and purchasing audits. POLICIES AND PROCEDURES: Implements policies and procedures by effectively working with personnel. EQUIPMENT AND SYSTEMS Acts as a Super User and trainer for the electronic health record.
Participates and/or leads change management for implementation of changes to systems. Understands all principles of the electronic patient folder system and maintains/updates policies and procedures for all staff Assists in the processing department payroll/timecards timely Ensures timely and accurate Rx refill request data entry. PERFORMANCE IMPROVEMENT Participates in continuously assessing and improving departmental performance.
Ability to communicate changes to improve processes to the director as needed. COMMUNICATION Communicates effectively intra-departmentally and interdepartmentally. Collaborates closely with Administrative Supervisor to ensure all needs are covered and escalated appropriately.
Provides timely follow-up with both written and verbal requests for information, including voice mail and email. Processes employee timecards, invoices, and other documents. EDUCATION/CONTINUING EDUCATION Assesses educational needs of the staff and provides educational needs to the Manager/Director to assist in development of education plans for the department.
Develops educational materials, inclusive of specific policies and procedures, for training end users. Facilitates physician onboarding process in collaboration with the Administrative Office Supervisor. Serves as a personal contact for physicians, staff, and outside departments in order to address problems, issues or concerns that require attention.
Generates Daily Room/Staff Assignments. Arranges for staff coverage as needed. Trains all clinical staff to ensure compliance with hospital policies.
Oversees Special Programs/Projects for the Department Acts as liaison between Manager and his/her subordinates for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed. Oversees exam rooms and treatment areas and ensures they are supplied and maintained adequately by support personnel.
Promotes security by alerting appropriate personnel for safety, fire and other unsafe situations. Reports any unusual occurrences to Manager/Director. Responds to emergency situations using standard emergency protocols and procedures.
Participates in monitoring and evaluating the quality and appropriateness of patient care. Contributes objective data regarding performance of other clinical staff members, as requested. Maintains a safe environment in accordance with standards, policies and safety regulations.
Ensures compliance with infection control policies. Recognizes changes in the patient's physical and mental condition, takes appropriate action by notifying physician and/or nursing supervisor. Under the direction of a physician and operating within the scope of their practice, triages patient phone calls and provides guidance and direction to inquiries per protocols.
Performs other duties as assigned. Required
Req Specialized/technical training Graduate of an accredited Medical Assistant, Licensed Vocational Nursing or Registered Nursing Program required Req 2-3 years Experience working in an outpatient setting. Req Excellent skills in use of personal computer software programs including but not limited to MS Word, PowerPoint, and Excel Req Demonstrates ability to work independently with minimal direction and supervision.
Req Organization/time management skills. Req Committed to excellence in patient care and customer service. Req Demonstrates ability to utilize effective, appropriate and diplomatic oral and written communication skills.
Pref Bachelor’s Degree Degree in a related field Required Licenses/Certifications: Req Certified Medical Assistant - CMA OR LVN by Nursing Board; OR RN by Nursing Board. Req Basic Life Support (BLS) Healthcare Provider from American Heart Association Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only) USC Care Medical Group serves as the sole physician entity reporting to the USC Health System, uniting faculty clinical practice under Keck Medicine of USC.
This entity oversees clinical governance, physician and ambulatory services, and core enterprise functions including billing, contracting, and financial operations. The organization encompasses 17 clinical departments, with approximately 1,500 physicians and 2,000 staff delivering care across more than 80 locations from Kern County to Orange County and into Las Vegas. USC Care Medical Group is the engine for patient-centered growth—advancing quality, safety, access, and financial strength through integrated, system-level thinking that transcends silos and traditional models.
By building bridges across the enterprise, embracing innovation, and leveraging technology, we deliver seamless, 5-Star access and service while expanding clinical reach and diversified models of care. Our work fuels a sustainable cycle of good health—organizationally, financially, and within the communities we serve—driving continued growth from within and beyond the system’s boundaries. The annual base salary range for this position is $68,640.00 - $116,865.00.
When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations. USC is an equal opportunity employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety.
Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu .
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