Office Manager II | East JTB & Kernan

Overview

Under the supervision of the Director or Ambulatory Administrator, and in consultation with the Medical Director, this individual manages, coordinates and integrates practice resources and activities to meet the goals of the University of Florida Jacksonville Physicians Ambulatory Care Services. This individual successfully leads and manages the team to provide exemplary quality patient care and deliver exceptional patient experience.

Essential Functions

• Manages the day-to-day operations of the practice, with guidance from the Director or Ambulatory Administrator. Responsible for the management of personnel, supplies, equipment, Implement systems to standardize the quality of inter-office communications by establishing standard work duties, clear responsibilities and consistent expectations, provide frequent, fair and constructive feedback.
• Assists with administrative support functions including, but not limited to registration, scheduling, and insurance coordination of benefits, managed care, and collections.
• Actively manages clinic operations and patient flow to evaluate effectiveness; recommends and implements strategies to improve efficiency, enhance patient experience and enhance provider and staff satisfaction.
• Provides engaging supervision for the administrative support non-provider staff, to include organizing work assignments to meet the demands of the practice, coaching for improvement, and counseling for correction, identifying and resolving issues, monitoring productivity, evaluating performance, implementing performance improvement strategies.
• Performs management duties to include participating in the hiring process, monitoring staff qualifications, facilitating staff orientation, staff training and scheduling. Ensures training and job competencies are completed prior to deployment in clinic. Provides administrative coverage in absence of Director.
• Conducts regular (no less than monthly) staff meetings to discuss practice operations, safety, staff improvement ideas, patient experience, reviews new policies and procedures; and shares general information. Conducts weekly staff huddles and monthly rounding on all direct reports.
• Documents, implements and provides oversight of clinical policies and procedures. Ensures fiscal goals are met, monitors expenses and analyzes monthly budget and key performance indicators, with Director.
• Addresses service, patient care and process quality issues by implementing sustainable solutions that reduce variation. Participates as an active team member in the coordination of patient care.
• Implements and maintains Quality Improvement programs, proactively implements approved action plans to resolve problem areas, actively participates in goal setting for the practice and coordinates the efforts to meet the goals.
• Maintains appropriate records, required documentation, and employee files, including physician credentials and licensure documentation. Ensures practice is prepared for inspections and site visits, with guidance from the Director
• Additional Duties as assigned

Experience Requirements

Required

1 years Supervisory experience required

3 years Operational experience in a clinical outpatient setting required

Education Requirements

High School Diploma or GED required

Bachelors Healthcare, Administration or Business preferred

Additional Details

5 years relevant work experience required

Must maintain all State clinical license and/or certification (RN, MA, LPN, etc.)

Travel Required up to 25%

• Capital Expenditures: $2,000
• Supplies/Expenses: $2,000
• Vendors:
  Places orders with pre-approved agencies
• Salary Approval:
  Jointly with manager and leadership for internal movements
• Employment Decisions:
  Recommends accommodations, discharge/termination of employment based on documented disciplinary actions
• Position Requisition s:
  Reviews for approvals and appropriate specifications

• 1-5 Customer Service Representatives
• 1-5 MA/CSR
• 1-5 Referral Coordinator
• 1-2 CSR & MA Team Leads
• 1-5 Surgical Coordinators
• 1 LPN
• 1 LPN Clinical Supervisor

UFJPI is an Equal Opportunity Employer and Drug Free Workplace