Supervisor

ANNUAL SALARY (DEPENDING ON SKILLS/EXPERIENCE): $71,760.00 - $78,000.00

Position Summary: The OB/GYN Office Supervisor is responsible for supervising the daily administrative and clinical support operations of a private obstetrics and gynecology physician practice. This role ensures efficient clinic flow, high-quality patient care, staff performance, and compliance with regulatory requirements while providing hands-on leadership support to physicians and staff. The Supervisor acts as a key operational leader, problem-solver, and liaison between providers, staff, and patients in a fast-paced women's health environment.

Essential Duties & Responsibilities:

Staff Supervision & Leadership

• Directly supervise front-office and clinical support staff (Medical Assistants, Reception, Scheduling, Back Office).
• Coordinate staffing schedules to ensure adequate coverage for clinic sessions, procedures, and provider templates.
• Train, onboard, coach, and evaluate employees; provide performance feedback and corrective action as needed.
• Promote teamwork, accountability, and a patient-centered culture.
• Serve as the first escalation point for staff concerns, workflow issues, and provider support needs.

Clinic Operations & Workflow

• Oversee daily clinic operations to ensure smooth patient flow and minimal wait times.
• Support OB/GYN workflows including prenatal visits, gynecologic exams, in-office procedures, and post-operative follow-up.
• Monitor room utilization, equipment readiness, and supply levels.
• Identify operational inefficiencies and implement process improvements.
• Act as Supervisor-on-Duty and decision-maker during clinic hours.

Patient Experience & Service Recovery

• Address patient concerns, complaints, and service recovery issues professionally and promptly.
• Ensure staff maintain compassionate, respectful, and confidential patient interactions.
• Support patients through sensitive OB/GYN encounters with discretion and empathy.
• Monitor patient satisfaction and assist with improvement initiatives.

Administrative & Financial Support

• Assist with scheduling optimization, referrals, authorizations, and coordination of external services.
• Partner with billing and coding teams to support accurate documentation and reduce revenue cycle issues.
• Monitor metrics such as no-show rates, template utilization, and staff productivity.
• Assist with inventory management, supply ordering, and cost control.

Compliance & Quality Assurance

• Ensure compliance with HIPAA, OSHA, infection control standards, and practice policies.
• Reinforce OB/GYN-specific safety protocols and documentation standards.
• Maintain staff training records, certifications, and onboarding documentation.
• Support quality improvement, audits, and risk-reduction efforts.

Communication & Provider Support

• Serve as a liaison between physicians, staff, and management.
• Communicate operational updates, workflow changes, and expectations clearly to staff.
• Support physicians by addressing operational barriers so they can focus on patient care.
• Participate in staff meetings and contribute to practice goals and initiatives.

Required Qualifications:

• High school diploma or equivalent required.
• Minimum 3-5 years of experience in a medical office, preferably OB/GYN or women's health.
• At least 1-3 years of supervisory or lead experience in a healthcare environment.
• Strong working knowledge of medical office operations, scheduling, and EHR systems.
• Understanding of OB/GYN terminology, workflows, and patient needs.

Preferred Qualifications

• Associate's or Bachelor's degree in Healthcare Administration or related field.
• Medical Assistant certification (CMA/RMA) or equivalent clinical background.
• Experience in a private physician practice setting.

Skills & Competencies

• Strong leadership, communication, and conflict-resolution skills
• Excellent organization, multitasking, and time-management abilities
• High attention to detail and professionalism
• Ability to handle sensitive patient situations with discretion and empathy
• Problem-solving mindset and adaptability in a fast-paced environment
• Commitment to patient-centered care and teamwork

Work Environment & Physical Requirements

• Primarily outpatient clinical and administrative setting
• Frequent walking, standing, and movement throughout the clinic
• Ability to lift up to 25 lbs. as needed
• Regular interaction with patients, physicians, and clinical staff