Clinic Supervisor

Position Overview

We are seeking a highly motivated and experienced Clinic Supervisor to oversee the operational efficiency and administrative excellence of our Out-Patient Department (OPD) within a hospital or healthcare center. In this pivotal role, you will lead a team of professionals responsible for OPD reception, appointment scheduling, and switchboard operations, ensuring seamless service delivery and alignment with organizational goals. Your leadership will be instrumental in maintaining high standards of patient care, financial accountability, and staff performance.

Key Responsibilities

The Clinic Supervisor will play a critical role in managing day-to-day operations while fostering a collaborative and productive work environment. Your responsibilities will include:

• Operational Leadership: Supervise and manage the OPD Reception, Appointments, and Switchboard teams to ensure efficient and high-quality administrative services. Demonstrate strong leadership in executing daily tasks and driving team performance.
• Resource and Integration: Serve as a key resource for staff across OPD Reception, Appointments, and Switchboard, promoting collaboration and integration to enhance overall operational effectiveness.
• Staff Management: Develop and monitor staff schedules to ensure optimal coverage and productivity. Implement and refine work practices to streamline processes and improve efficiency within assigned areas.
• Appointment Scheduling: Establish and maintain robust mechanisms to ensure clinic appointment schedules are consistently optimized, with patients appropriately categorized and assigned.
• Orientation and Training: Oversee the General Orientation Program for new hires and develop a tailored Departmental Orientation Program to facilitate smooth onboarding for all OPD staff members.
• Scheduling and Coordination: Manage clinic session openings and closings, accounting for physician availability, surgical schedules, and other variables that impact clinic operations.
• Cross-Departmental Collaboration: Maintain strong relationships with other hospital services, departments, and physicians to ensure seamless coordination and alignment of efforts.
• Financial Oversight: Supervise all cashier duties performed by OPD Receptionists, addressing issues promptly to enhance patient satisfaction. Liaise with the accounting manager or chief of accounts to resolve financial discrepancies and ensure compliance.
• Performance Management: Act as a team coach, providing immediate feedback and counseling to staff on job performance and general employee development. Conduct probationary and annual performance appraisals to support staff growth and accountability.
• Training and Development: Identify training needs for subordinates and coordinate job-related training programs to enhance their skills and competencies.
• Adaptability and Support: Demonstrate flexibility in assuming additional responsibilities during peak workloads or special projects to support team objectives and maintain operational continuity.
• Policy Implementation: Ensure adherence to all HR and operational policies within the department to maintain compliance and foster a positive work environment.
• Patient Experience and Reporting: Monitor patient waiting times and prepare detailed monthly reports. Recommend and implement improvements to enhance efficiency and patient satisfaction. Conduct patient satisfaction surveys in accordance with Magrabi policy to gather actionable feedback.

Qualifications and Competencies

To excel in this role, candidates must meet the following requirements:

• Education: Bachelor’s degree from an accredited college or university.
• Experience: Minimum of two (2) years of experience in an Out-Patient Department within a hospital or healthcare center.
• Skills: Proficiency in English (written and verbal) and strong computer skills to manage administrative tasks and reporting.
• Leadership Abilities: Demonstrated leadership skills with the capacity to provide objective direction and guidance to assigned teams and areas.

The ideal candidate will be a proactive problem-solver with a commitment to excellence in healthcare administration and a passion for fostering a positive and efficient work environment.