Administrative Supervisor

The Role

As a key member of our team, you will help create a safe, welcoming, and spotless environment for our patients and staff. Your responsibilities include:

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 ensures 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 Evaluation 

• Prepare and conduct Performance Evaluations & Reports for all Administrative and Janitorial Staff.

Qualifications/ Knowledge 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

Additional Skills/Abilities 

• 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

Accountability

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.

Travel

None expected.

Travel Physical, Mental & Environment Requirement  

• Employee is required to stand, walk, climb, sit and use hands and fingers.
• Reaching, grasping and carrying activities also required.
• The noise level in the work environment is usually quiet.
• Although most work is performed inside, occasional outside activities are required.

All requirements may be modified to reasonably accommodate individuals with disabilities

This job description does not list all the duties of the job. The post holder may be asked by Managers to perform other duties within the remit of the Admin & Finance Department, once approved by the Director or Operations/Integra Management Team (IMT). The post holder’s evaluation may be based, in part, on his/her performance of the responsibilities listed in this job description.

The Integra Management Team has the right to revise this description; and the post holder will be advised in the event that this occurs. This job description is not a contract for employment, and either the post holder or the employer may terminate employment at any time, for any reason as outlined in the Employment Contract or other written agreement.

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