Tri-City Cardiology

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Medical Front & Back Office Supervisor - Scottsdale

at Tri-City Cardiology

Posted: 1/10/2018
Job Status: Full Time
Job Reference #: 18-019

Job Description

Are you a caring and compassionate leader focused on finding a company that truly cares about the service they provide to their patients and putting quality care first? Do you have experience working in a fast paced environment overseeing both front office and back office personnel?  If so, then we want you! We are now accepting resumes for the position of Front Office/Back Office Supervisor for our new North Scottsdale location!


Tri-City Cardiology is and will remain the pre-eminent provider of cardiovascular care for the Southeast valley. We will provide to our patients cardiovascular care of the highest quality regardless of race, creed, religion, or ability to pay. We will adopt new technologies and techniques rapidly; consistent with our goal to provide the best care for our patients. To provide the best service possible to our patients, we will work cooperatively and professionally with all physicians involved in the care of our patients. We will maintain a warm and caring office atmosphere that promotes compassionate patient care. All office staff are valued partners in our team approach to treat each patient with dignity and individualized attention.


This position contributes to the company mission by supervising team members by leading, planning and organizing the daily to monthly functions of the team.  This position works collaboratively with the Site Manager, other Managers and Supervisors, Front and Back Office Staff, Physicians, Advanced Practice Providers, and Human Resources to ensure all front and back office operations run smoothly for optimum and efficient patient care. The key to this position is ensuring employee, physician, and patient satisfaction through ongoing open communication.


  • Supervises the workflow and workload of the team daily to ensure an efficient patient flow
  • Performs daily stand up meetings
  • Rounds daily on employees
  • Rounds on the waiting room daily and ensures that staff consistently rounds on the waiting room
  • Responsible for completing weekly staffing schedules in accordance with physician and office needs
  • Collaborates with other Front and Back Office Supervisors regarding clinic needs
  • Responsible for finding coverage when staff call out
  • Assist all staff in daily functions as needed
  • Performs and documents one on one meetings with staff members  (Monthly)
  • Coordinates and leads regular staff meetings (Quarterly Department Meetings) after clinic hours
  • Conducts all 30 day evaluations
  • Conducts all 90 day evaluations in partnership with manager
  • Conducts all annual evaluations in partnership with manager
  • Collaborates with Manager in developing and presenting annual evaluations
  • Assists Manager in the disciplinary process of front and back office personnel
  • Provides input on employee coaching and improvement plans with the Manager
  • Tracks attendance and approves time off
  • Assists with development of departmental training material
  • Reviews payroll on a weekly basis of office staff, ensuring accuracy for the Human Resource department
  • Complete and submit payroll on a bi-weekly basis
  • Maintains staff schedules and adjusts according the volume needs of the office/department
  • Completes quarterly shadowing for service competency on all staff
  • Shadows staff on skill competency as needed to ensure proper workflow processes and procedures are followed
  • Ensures that employees are performing work in accordance with TCC policies and procedures
  • Responds to all urgent and emergent event
  • Provides ongoing training to employees as new processes or updates are implemented. Work with employees to correct deficiencies
  • Oversees/monitors training for new and existing employees
  • Assists Manager in interview/hiring process for back and front office personnel
  • Collaborates with Manager in achieving patient, employee and physician satisfaction initiatives
  • Collaborates with Manager in the development and implementation of departmental policies and procedures
  • Independently compose, compile and prepare department newsletter and documents as assigned (Can be monthly or quarterly)
  • Continues to further knowledge base through seminars, in-services, etc.
  • Complies with all OSHA and HIPAA policies along with all policies and procedures established by TCC
  • Utilizes AIDET/customer service standards and demonstrates TCC Standards of Behavior
  • Perform inventory control for office supplies, placing orders to correct inventory deficiencies
  • Oversee proper use and obtain repairs of office equipment; faxes, computers, and copiers
  • Report building problems to Manager for reporting to building management; interact with building management as needed
  • Maintains a professional and courteous environment
  • Maintains strict patient and employee confidentiality
  • Develops productivity reports as requested
  • Other duties as assigned


  • Maintain petty cash
  • Rewards staff for outstanding efforts in collections
  • Responsible for timely registration of patients for physician clinics and staff
  • Works closely with the internal customers to identify trends or issues in the registration process
  • Ensures all eligibility and authorizations are complete; works with billing as needed
  • Ensures all patient balances are collected at time of services, or that payment arrangements are negotiated
  • Understands and is able to teach about various types of insurance, coinsurance, co-deductibles, etc
  • Understands accounts receivable processes
  • Ensures the timely completion of accounting related processes: daily closing duties and account posting
  • Prepares daily banking deposit for management and accounting
  • Works with financial counselor to increase collection of outstanding debts in order to reduce A/R aging time
  • Collaborates with back office to keep optimum patient flow throughout the office
  • Ensures all eligibility and authorizations are complete
  • Other duties as assigned


  • Room patients as needed as outlined in the Basic Medical Assistant job description
  • Stays current on EHR initiatives relative to the Back Office Staff by attending training sessions, working with the EHR Trainer, and assisting in rolling out new processes with the staff
  • Collaborates with Physicians/APPs to ensure timely response to prescription refills, lab and dictation reviews, and patient follow up calls
  • Rounds on patient exam rooms as necessary to keep patients informed of clinic flow
  • Educates patients on clinical treatment plans, procedures/testing and symptom management
  • Works closely with the internal customers to identify trends or issues in the patient care process
  • Other duties as assigned


  • Previous supervisory experience
  • Current BLS preferred
  • Certified Medical Assistant preferred
  • Cardiac experience preferred
  • Cash handling experience preferred
  • Previous insurance and collections experience preferred
  • Successful completion of job related competencies on an annual basis
  • Successful completion of any other training as determined by TCC to be necessary for the position
  • Must be able to type at least 40 wpm
  • Exceptional organizational skills


  • Previous supervisory experience
  • Certification of Completion of a Certified Medical Assisting Program with certification preferred
  • Previous insurance or collections experience preferred
  • Cardiac experience preferred

We offer a comprehensive compensation package that includes competitive salaries as well as:

  • Health, Dental & Vision coverage (1st of the month following 60 days of employment!)
  • Company Sponsored Life Insurance
  • Disability Insurance
  • 401(k)
  • PTO (vacation, sick & personal time off)
  • Company Paid Holidays
  • Employee Recognition & Rewards Programs