Administrative Supervisor

At Integra Healthcare, the Administrative Supervisor’s position is responsible for ensuring that all Reception duties and Claims handling responsibilities are met in compliance with system policies and procedures and within industry practices. This position coordinates and advises the organization's Administration Team operations, including Reception, Billing, and Claims. The Administrative Supervisor holds a position that evaluates past performance data to forecast needs and production scheduling. This position develops strategic plans to improve productivity, quality, and efficiency of operations and ensures the highest level of customer service to clinical leadership and staff in support of clinical operations. The Administrative Supervisor assists to position the organization to meet increased expectations for performance and growth which reflect the mission and values of Integra Healthcare. The Administrative Supervisor’s responsibilities include assisting the Medical Billing Supervisor in overseeing the activities of the department staff, ensuring quality, productivity, functional excellence and efficiency to accomplish strategic and operational financial objectives. In addition, this position is accountable for employee engagement, adequate staffing levels, budget development and compliance, staffing decisions such as hiring and terminating employment, coaching and counseling employees on work related performance, and developing and implementing policies and procedures to ensure a safe and effective work environment. This position also ensures training, monitoring and operations initiatives are implemented which secure compliance with ethical and legal business practices and accreditation/regulatory/government regulations.

Responsibilities

• Staffing Recruitment
• Assist with online applications and set up interviews with candidates.
• Interviewing and hiring administrative staff.
• Onboarding and Training of New Hires
• Assisting Support Admin Team Lead to execute uninterrupted training, to ensure correct procedures are being done, calculation of benefits and co-pays are estimated properly since inception to ensure we have minimal outstanding debt, review all guidelines, and understand insurance benefit verifications.
• Administrative Team Coordination
• Set monthly schedule and approve/track holiday paid time off.
• Fairly balance opening and closing shifts throughout the month, including Saturday’s half days and post schedule in advance.
• Approve holiday requests and ensure front desk flow is covered.
• Sick day Tracking.
• Billing and Claims Process Review & Analysis
• Ensure all bills are generated on the system accurately, invoices are created, and claims are completed for submission.
• Weekly, Monthly, and Quarterly Spot Checks to ensure Administrative Process is accurate and complete.
• Review pending claims and provide requested information for approval (i.e, Medical Records, Supply Lists, CMO Approved Referrals, etc)
• Claim Submissions & Troubleshooting
• Liaise with finance team to ensure clinic and hospital claims are finalized and ready for submission as soon as LOA is received.
• Assist with the submission of all claims from all Integra locations to proper insurance entities, when needed.
• Liaise with each department nurse for claim amendment and resubmit to insurance provider thereafter.
• Review & Assist with weekly invoice lists (DX Codes and Pre-Certs).
• Audit & Spot Check Admin Operational Policy & Procedures
• Monitor and improve efficiency of calculation of co-insurances and deductibles within the team.
• Guide and educate administrative staff on how to recognize which CPT’s to be charged from a patient’s wellness or outpatient benefits, CPT codes not covered by insurance, recognize diagnostic charges that would come out of a patient’s deductible, therefore, having to collect full charges, etc.
• To review gaps and improve efficiency.
• Review Closing Reports and ensure no discrepancies are left unattended.
• Ensure weekly bank deposits are made and review discrepancies, if any.
• Train/Mentor Medical Billing Apprenticeship Program.
• Provide training, schedule study time, and review progression with course and hands on experience.
• Collections
• Ensure admin is allocated dedicated time for debt recovery calls and track performance.
• Review payment plans and ensure these are followed up on.
• Liaise with courier for Insurance Cheques collection.
• Purchasing
• Office Supplies.
• Janitorial Supplies.
• Coffee orders for refreshment areas.
• Coordinate weekly purchases for refreshment areas.
• Mid-year and End-of-Year Performance Evaluations
• Prepare and conduct Performance Evaluations & Reports for all Administrative and Janitorial Staff.

Reporting Relationships: This position reports directly to the Director of Operations (an Integra Management Team (IMT) member). Providing monthly Time Clock Reports with detailed notes on what was accomplished during these hours of work. This position assists in the coordination and supervision of the Administrative employees and assisting the Finance Department. Work Hours: This is a salaried position, wherein the incumbent is expected to apply experience and expertise as required to get essential work done when it needs to be done. Routinely, it is expected that the incumbent will be in office Monday through Friday, 8 am-to-5 pm and 8:30am-1:30pm on alternate Saturdays.

Qualifications/Skills

• Quick learner with the ability to handle multiple tasks simultaneously, maintain focus, and adapt to a variety of challenges
• Ability to conduct detailed procedures in a time constrained environment
• Good written and verbal communication skills
• Strong sense of time organization and urgency
• Able to work independently and within a team

Education, Experience, and Licensing Requirements

• Bachelor’s degree in Business Administration or equivalent experience. Actual management experience may supplant actual academic requirements.
• 1+ years of Supervisory Experience
• 5+ years of Customer Service Experience
• 2+ years of Medical Billing & Coding within the Cayman Islands