Health Business Solutions LLC

Clerical Support Lead

Status:            Non-Exempt Location:        Onsite,CooperCity,Fl. Immediate Supervisor:         Supervisor, Support Services

JOB OVERVIEW

This role supports the Supervisor, Support Services by coordinating the daily workflow of the clerical support team to ensure efficient operations. The Team Lead uses Excel, internal systems, and payer portals to track volumes, navigate accounts, and distribute work across staff while monitoring queues and adjusting schedules as needed.

The position also performs clerical duties including preparing, scanning, uploading, and tracking medical records in accordance with department procedures.

JOB DUTIES

Workflow Coordination & Team Support

• Assist Supervisor, Support Services with oversight of clerical team workflow and productivity
• Pull workload reports and monitor account volumes using Excel and internal systems
• Use Excel tools (filters, formulas, sorting, and pivot tables) to analyze workloads and distribute accounts across staff
• Maintain tracking spreadsheets to monitor productivity, aging, and assignment status
• Assist in balancing queues and reallocating work based on priorities and staffing levels
• Monitor staffing levels and assist with opening or closing schedules based on operational demand
• Assist with review of timecards, attendance, and schedule adherence
• Provide workflow guidance and technical assistance to team members

Medical Records & Clerical Operations

• Retrieve forms, records, and patient letters for scanning and uploading into HBS systems
• Sort, prepare, scan, and upload patient medical records for appeals and processing
• Photocopy records and documents for billing and/or legal services
• Send and receive information via fax, mail, and electronic systems
• Prepare documents for mailing and shipping in a timely manner
• Track and manage postal expenses for assigned location
• Maintain organized files, records, and documentation tracking
• Assist with maintaining proper flow of medical records, files, and related statistics

Operational Support & Documentation

• Serve as additional key holder for office operations as assigned
• Monitor office supply levels and submit requests as needed
• Keep Supervisor informed of operational issues, workflow concerns, or staffing needs
• Seek technical assistance by notifying Supervisor of issues related to accounts, clients, employees, or processes as appropriate
• Compose and proof correspondence including emails, letters, and documentation
• Compile and maintain client-specific policies and procedures
• Assist in creation and development of job aids and process documentation
• Attend staff meetings, training sessions, and professional development activities
• Perform other duties as assigned

JOB REQUIREMENTS

• High school diploma or equivalent required
• Medical office experience preferred
• Strong proficiency in Microsoft Office, especially Excel
  • Must be comfortable working with formulas, filters, sorting, and pivot tables
  • Ability to pull reports, analyze workload data, and distribute assignments using spreadsheets
  • Ability to maintain tracking logs and productivity reports
• Knowledge of modern office equipment and systems
• Strong organizational and time-management skills
• Effective interpersonal and communication skills
• Ability to maintain records, files, and confidentiality
• Ability to operate a personal computer and office systems
• Ability to perform physical tasks related to maintaining and distributing files

HBIZ DISCLAIMER

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description reflects management’s assignment of essential functions and does not prescribe or restrict the tasks that may be assigned.

This job description conforms to the rules and standards of HBiz and confirms that employment is at will. The incumbent is free to resign at any time, with or without cause and without prior notice, and HBiz reserves the same right to terminate employment at any time, with or without cause and without prior notice, except as may be required by law.