Join the Vanguard Medical Group team in Randolph, NJ – Medical Office Supervisor

About Us: Vanguard Medical Group is an independent primary care group practice with 11 offices in Northern and Central New Jersey. Our commitment to providing evidence-based healthcare is driven by our dedication to achieving quality outcomes that improve the health and safety of our patients and the populations we manage. We also prioritize the well-being of our team, ensuring they have a positive work-life balance, are engaged at VMG, and experience fulfillment at work.

Position Overview:

The Medical Office Supervisor oversees the daily operations of the practice location and ensures an exceptional experience for patients, providers, and staff. This role is responsible for maintaining adequate staffing levels, optimizing office workflows, supporting patient access and satisfaction, overseeing facility operations, and promoting a collaborative, efficient, and compliant work environment. The Office Supervisor serves as a key resource for team members and acts as a liaison between clinical, clerical, and administrative departments.

Schedule: Full-Time

Responsibilities:

Staff Coordination & Performance

• Ensure administrative and clinical staff are appropriately cross-trained in phone operations, patient reception, scheduling, medical record management, and office procedures.
• Provide direct coverage support during staffing shortages, callouts, or periods of increased operational need to help maintain patient flow and daily office operations.
• Partner with Human Resources to recruit, hire, onboard, train, and offboard team members in accordance with company policies and procedures.
• Provide coaching, guidance, and ongoing support to staff members to encourage professional development and performance excellence.
• Evaluate and document the performance of administrative and clinical staff, including Medical Receptionists and Medical Assistants.
• Conduct regular audits to ensure workflows, documentation, and office processes align with organizational standards and best practices.

Office Operations, Scheduling & Payroll

• Maintain staff schedules to ensure adequate coverage during operating hours while supporting business and patient care needs.
• Coordinate front-office operations to ensure efficient patient flow, high-quality service, and operational productivity.
• Assist with the biweekly payroll process and ensure accurate employee timekeeping records.
• Review and approve employee schedules, paid time off requests, and overtime as appropriate and in accordance with company policies.

Compliance, Safety & Patient Experience

• Ensure compliance with HIPAA, OSHA, and all applicable company policies and procedures.
• Support workplace safety initiatives and maintain readiness for regulatory inspections and audits.
• Respond to patient and employee concerns in a timely, professional, and service-oriented manner.
• Investigate, document, and assist with resolution of complaints and operational issues.
• Escalate concerns to leadership when appropriate and recommend solutions to improve service quality and operational effectiveness.

Billing, Supplies & Facility Management

• Partner with the billing department to ensure staff receive current information regarding insurance requirements, collections processes, and practice policies.
• Monitor office inventory and order supplies, equipment, and materials necessary to support daily operations.
• Conduct routine audits of office cleanliness, organization, and overall facility appearance, including clinical and non-clinical spaces.
• Coordinate with cleaning services, maintenance vendors, and other external partners to ensure services are completed accurately and timely.

Collaboration & Liaison

• Serve as a liaison between providers, clinical staff, administrative teams, and operational leadership.
• Communicate policy, procedural, regulatory, and organizational changes to staff and assist with implementation.

Technology & Systems Utilization

• Maintain proficiency in practice management software, electronic health record systems, communication platforms, and other operational technologies.
• Assist staff with system-related workflows and promote efficient utilization of available technology resources.
• Perform additional duties and projects as assigned to support organizational goals and patient care objectives.

Qualifications:

• High school diploma or equivalent required.
• Minimum of 2 years of experience in a medical office setting required
• Previous experience leading or coordinating staff preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge of medical terminology and experience with electronic medical records (EMR) systems preferred. Athena experience a plus.
• Strong communication, organizational, interpersonal, and leadership skills.
• Ability to prioritize competing demands, exercise sound judgment, and work effectively in a fast-paced environment.
• Commitment to maintaining patient confidentiality and professionalism.
• BLS certification preferred.

Core Competencies:

• Compassion: Demonstrates empathy and genuine care in every interaction.
• Attitude: Brings a positive, proactive, and solution-oriented mindset to work.
• Respect: Treats all patients and team members with professionalism and dignity.
• Excellence: Strives for accuracy, timeliness, and continuous improvement in all tasks.

Physical Requirements:

• Must be able to sit, stand, and walk for extended periods.
• May require light lifting (up to 20 lbs.) for supplies or office materials.
• Must have visual and auditory acuity to operate computer systems and phones.

Compensation and Benefits:

The anticipated base compensation for this position ranges from $55,000 to $70,000 annually, depending on experience, qualifications, and business needs. Additionally, this position may be eligible for a discretionary annual bonus and other company-sponsored benefits.

Benefits include:

• 401(k) retirement savings plan with company match
• Comprehensive health insurance (medical, prescription drug, dental, and vision)
• Paid time off, including vacation/personal days, holidays, and sick time
• Opportunities for ongoing training, certification, and professional development

Please note that individual total compensation will be determined at the Company’s sole discretion and may vary based on several factors, including but not limited to location, skill level, years and depth of relevant experience, and education.

EEOC Statement:

Vanguard Medical Group is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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