Supervisor (Female) at Soteria Eye Clinic

Location: Uyo, Akwa Ibom

Essential Duties and Responsibilities

• To perform complex clerical work and supervise Client Relations, Sale and Admin Department. Accountable for inventory and store at the branch and maintaining inventory levels that ensure that patient needs are been met.
• Also, the position serves as coach/mentor/trainer to staff providers, giving guidance in best practices, and operations issues in priority of urgency.

Duties

• Subscribe to and ensure the SEC Vision, Values and Expectation.
• Assign work/give directions to CRO/Gallery Officer in order to complete work assignments in a timely and accurate manner.
• Make decisions regarding urgent scheduling, patient or staff issues in the absence of the Manager.
• Assist Manager in coordinating staff scheduling to meet clinic demands.
• Assist Manager in evaluating staff's job performance and participate in monthly/ quarterly performance.
• Counsel staff concerning work related performance problems in order to ensure that staff understand their responsibilities and to change the staff member's behavior to meet established performance standards.
• Orient and train new staff to perform standard work procedures and carry out assigned responsibilities.
• In the absence of the manager, act as liaison between management, and staff to ensure communication between various departments.
• Instruct and advise staff on changes in policies, procedures or working standards.
• Assure accurate information is entered into the ECMS computer systems in order to maintain a current record of patient charges, information and schedules.
• Provide training to clinic staff as needed.
• Weekly debt reconciliations and follow-up with patients.
• Oversee the sales of frames, lenses and accessories to customers.
• Maintain inventory of eyewear, accessories and supplies, along with the rationale for the ordering and selling of selected eyewear products.
• Make requisitions for inventory/supply as needed.
• Assist in the establishment and/or revision of guidelines, policies and warranties regarding the frames/ lens dispensary.
• May be required to perform other duties assigned.
• In the absence of the Manager, carry out the following duties.

Other Duties:

• Participates as key member of organization’s Management Team (MT) to develop and maintain a strategic plan for the controlled growth, expansion, and/or development of programs solving existing and anticipated organizational problems; and formulate and/or revise policies that will enhance the achievement of the organization’s goals.
• Responsible for establishing systems of accountability for all providers to include productivity benchmarks, performance measures and controls for clinical quality assurance.
• Documents clinical protocols in a manner that is easily understood and can be followed by all clinical staff.
• Performs hands-on training of new and developing Clinical practices based on changes in regulatory or best practices.
• Participates in the recruitment of qualified clinical staff including interviewing and recommendation for hire. Monitors and assists with the new-hire orientation process to ensure consistency in training among all clinical providers.
• Ensures medical services and operations are in compliance with all applicable regulatory and licensing agencies. Assesses all matters of clinical compliance and provides timely recommendations for corrective action and quality improvement.
• Works closely with Chief Executive Officer to provide direction regarding all clinical issues related to managed care.
• Provides overall direction and coordination of continuing medical education, training, and support for health care personnel.
• Provides additional assistance within and outside of clinical arena, as requested and/or as appropriate, to ensure the ongoing success of the organization.
• Manages administrative responsibilities such as clinical personnel management for clinical staff, uses a solutions-oriented approach to solve personnel issues in a timely manner including performance failures and violation of standards of care or personnel.
• Provides additional assistance within and outside of clinical arena, as requested and/or as appropriate, to ensure the ongoing success of the organization.
• In charge of all staff complaints, excuses encountered during work. Addressing and directing to the appropriate channels.
• Help ensure the inflow of patients by supervising the client relations department.
• Ensuring that the facility and its staff maintain a high level of ethnical and professional standards.
• Preparing staff timetable and making readjustment when needed.
• Accept parcels coming into the clinic and documenting when necessary and parcels going out of the clinic.
• Attend or send a representative for mall management meetings.
• Taking appropriate record of utility bills (H2O reading, light consumption - 25th of every month)
• Receiving and rectifying compliant coming in from staffs and patients.
• In charge of air condition usage.
• Requisition of items necessary to facilitates working activities in all department.
• Updating of drugs stock on the software.
• Ensuring that records are correct on the software, thereby correcting errors made daily during the course of work.
• In charge of items that moves from management office (i.e. frames, accessories). Take note of stock going down and needs to be re-ordered.
• Bringing to management notice anything that happens in the clinic.
• Updating petty cash voucher daily.
• Check balance before fixing any jobs or ordering for any lens.
• Give lenses from the store to opticians to fix.
• Check all lenses before and after fixing to identify scratches, cracks or issues.
• Make requisition for lenses not available and stocking them in when it arrives.
• Take note of lenses not available and follow it up, to ensure the patient gets it in time.
• Check for any problems, be it re-order, lens complaints and make sure it is attended to appropriately.
• Ordering of Special Order
• Monitor Special Orders until it gets to the Clinic
• Follow-up all orders when it comes wrong, until it arrives correctly in the clinic
• Make sure all special orders arrive in maximum of three (3) days.
• Forward all special orders including extended and daily medicated contact lens. Also Crizal, Ultra-thin special orders forwarded to the appropriate quarters.
• Send lens report monthly to the management.
• Type Lasit bills as it comes daily and combine the report by month end and send to management through email and package the bills (hard copy to management).
• Balancing of records in store and in the bin cards.
• Taking of inventory in store, in gallery, in management office.
• Giving out items needed in store, including cases, accessories, stationeries, and drugs and working tools, with proper inventory.
• Ensure that Delta Mall Pharmacy and Okumagba Pharmacy have all they need to ensure smooth working.
• Ensure the doctors are supplied with all the drugs they will need for refraction and tools needed to see a patient (battery)
• Make requisition for stock that are low in quantity.
• Ensure that no drug expires under your care.
• Ensure the availability of all working aids needed to make work easy for all departments (both Okumagba and Delta mall).
• Recharge of all office lines and office CUG’s (both Okumagba and Delta mall).
• Procurement of Airtel recharge card as soon as it remains one.
• Every item that finishes e.g cases and other accessories get a picture of it and send to appropriate quarters.
• Ensure proper maintenance of every machine in operation. Any issue or problem that arises make calls to the technician in charge after informing management.
• Procurement of working permit for any outsider that wants to work in the clinic.

Education and Experience

• B.Sc Degree in Social Sciences.
• Four years clerical experience including experience in a health/patient care environment or a position with related

Qualification and Skills:

• Demonstrated ability to work effectively independently and as part of a team, in collaborative settings, required.
• Excellent written and verbal communication skills required.
• Understands and is committed to maintaining highest level of confidentiality.
• Demonstrated ability to provide leadership to staff and to build the trust and respect of patients, staff, colleagues, external contacts, and other management team members.
• Excellent problem-solving skills required, including creativity, resourcefulness, timeliness, and technical knowledge related to analyzing and resolving medical/administrative problems.
• Excellent emotional coping skills, adequate to confront difficult emotional situations and emotional responses of others.
• Willingness and ability to work some evenings and weekends, as needed.
• Demonstrated ability to utilize computer technology and to willingness to develop and adapt to the evolving technological requirements of modern medical health center practices required.
• Clerical and guest relations duties and skills is necessary. Supervisory experience and experience in a professional office preferred.
• Ability to establish and maintain effective relationships with patients, visitors, physicians, staff and other persons contacted in the course of work is necessary.
• Demonstrated computer skills are required and familiarity with particularly optometry terminology desired.
• Ability to keep pace with a high volume of patients while performing multiple, sometimes complex tasks is necessary.