Office Supervisor Women's Health

Location: Mercy Hospital St. Louis Piper Hill Womens Health Clinic
Employment Type: Full-Time
FLSA Status: Non-Exempt

The Office Supervisor is responsible for supporting the daily administrative and operational functions of the Piper Hill Womens Health partnership with clinic leadership this position oversees front-office operations and administrative caregivers ensuring efficient workflows exceptional patient experiences and compliance with organizational standards.

The Office Supervisor provides direct supervision and guidance to clerical staff coordinates daily operations supports provider and caregiver engagement and serves as a key liaison between the clinic leadership and other departments. This role promotes a collaborative patient-centered culture while ensuring operational excellence and consistent service delivery.

• Partner with clinic leadership to oversee day-to-day operations of administrative and clerical caregivers.
• Monitor staffing schedules and approve timecards to ensure accurate payroll processing.
• Assist with recruitment activities interviewing onboarding orientation and retention of staff.
• Provide ongoing education coaching and training to administrative caregivers.
• Conduct regular rounding with caregivers and providers to encourage engagement gather feedback identify opportunities for improvement and communicate workflow updates.
• Foster a positive collaborative team-based work environment focused on accountability and professional growth.

• Lead and direct all clerical and front-office functions including:
  • Telephone management
  • Appointment scheduling
  • Patient registration
  • Insurance verification
  • Billing support
  • Office supply management
  • Administrative workflow coordination
• Monitor daily operations to ensure efficient patient flow and service excellence.
• Serve as a Patient Care Representative (PCR) as needed to support clinic staffing and operational demands.
• Support implementation and sustainability of ministry-wide and organizational initiatives.

• Ensure an exceptional consumer and patient experience through professional compassionate and timely service.
• Address patient concerns and service recovery opportunities promptly and effectively.
• Promote a culture focused on patient-centered care and service excellence.
• Monitor front-office performance to ensure adherence to Mercy standards and best practices.

• Perform regular audits of patient communication in-baskets to ensure timely accurate and professional responses that meet organizational expectations.
• Monitor clerical workflows and identify opportunities for operational improvement.
• Assist in developing and implementing process improvements that enhance efficiency and patient satisfaction.
• Ensure compliance with departmental policies procedures and regulatory requirements.

• Assist providers with administrative support needs as assigned.
• Coordinate and monitor Continuing Medical Education (CME) activities and related documentation.
• Support provider onboarding and operational integration within the clinic.
• Serve as a communication resource between providers staff and leadership.

• Promote clear consistent communication that informs engages and encourages participation among managers staff and providers.
• Communicate effectively across departments to facilitate coordination of patient care and operational needs.
• Escalate concerns operational issues and opportunities for improvement to leadership in a timely manner.
• Build strong working relationships with clinical and administrative teams throughout the organization.

• Maintain confidentiality of patient employee and organizational information in accordance with HIPAA and Mercy policies.
• Participate in departmental meetings trainings and performance improvement initiatives.
• Perform additional duties and special projects as assigned.

• High School Diploma or GED required.
• Associate degree in Healthcare Administration Business Administration or related field preferred.

• Minimum three (3) years of experience in a medical office ambulatory clinic or healthcare administrative setting required.
• Previous leadership supervisory lead or training experience preferred.

• Strong knowledge of medical office operations scheduling registration insurance verification and billing processes.
• Demonstrated leadership and team-building skills.
• Excellent communication interpersonal and conflict-resolution abilities.
• Strong organizational and multitasking skills with attention to detail.
• Ability to manage priorities in a fast-paced healthcare environment.
• Proficiency with electronic medical records (Epic preferred) Microsoft Office applications and scheduling systems.

• Leadership & Accountability
• Patient-Centered Service
• Team Development & Coaching
• Operational Excellence
• Communication & Collaboration
• Problem Solving & Decision Making
• Change Management
• Continuous Improvement

At Mercy we are committed to delivering exceptional care through compassionate service teamwork and innovation. The Office Supervisor plays a critical role in supporting caregivers providers and patients while helping to ensure the success of clinic operations and the overall patient experience.