University of Colorado Anschutz Medical Campus

Department: Community Practice

Job Title: Office Supervisor - TMS and Esketamine Clinic, Department of Psychiatry

Position #: 00840081 – Requisition #:37714

Job Summary:

Nature of Work:

The Department of Psychiatry has an opening for a full-time (1.0 FTE) Office Supervisor for the Esketamine and Transcranial Magnetic Stimulation (TMS) Clinics. The Esketamine and TMS Clinics are unique and exciting services within the Department of Psychiatry’s Helen and Arthur E. Johnson Depression Center that fall under the category of interventional psychiatry. Drugs (Esketamine) and brain stimulation devices (TMS) are used on-site to treat psychiatric disorders according to evidence-based guidelines.

The Office Supervisor coordinates activities with the Practice Manager to ensure efficient, cost-effective business operations of the practice on a day-to-day basis by performing a variety of tasks. This position collaborates with the Practice Manager and physicians to facilitate exceptional customer service. The Office Supervisor collaborates with the Practice Manager to plan, organize, communicate, coordinate, administer, teach, and evaluate staff in their service to patients. The Office Supervisor contributes to the growth of the medical practice by promoting an excellent, positive, professional image and actively participates as a member of the team, and carries out all leadership responsibilities in accordance with the policies and procedures of the practice and the University of Colorado School of Medicine (CUSOM).

Key Responsibilities:

Daily Operations (55%)

• Collaborates with the Medical Directors and Practice Manager to coordinate the day-to-day activities of the Esketamine and TMS Clinics.

• Successfully monitors Esketamine patients from the referral process to the prior authorization process to the REMS registration process to scheduling, in collaboration with patient care techs.

• Regularly monitor accessibility and efficiency of scheduling, registration, check-in/out, billing, referral; works with Clinical RN and Practice Manager to adjust processes accordingly.

Business/Financial (20%)

• Maintains a working knowledge of accepted payer plans, including governmental and grant programs. Serves as an expert in this area with all staff, supervisors, Practice Manager, and physicians.

• Collaborates with the Practice Manager by effectively assessing and communicating nonclinical staffing needs, supplies, and equipment. Monitors inventory and supply utilization. Assists the Practice Manager in the ordering processes of clerical supplies and standard office equipment.

• Assists Practice Manager with the determination and justification needs for systems equipment and supply purchases.

Leadership & Professionalism (5%)

• Responsible for the orientation process of new staff hires and assists in the ongoing training and development of all staff to maintain required competencies.