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Administrative Operations Manager

2 months ago

Orlando, Florida, United States Berman Skin Institute Full time
Job Overview

Salary: Competitive

JOB SUMMARY:

The Office Manager is pivotal in steering the corporate mission and strategic vision within the practice. This role serves as the primary liaison between practice locations and corporate headquarters, taking charge of operational leadership at the office level. Key responsibilities include overseeing human resources, managing profit and loss, spearheading business development initiatives, enhancing operational efficiency, and ensuring compliance with regulatory standards. The Office Manager prioritizes the cultivation of robust communication and relationships with clinic providers, advocating for both staff and patients while demonstrating ethical leadership and a balanced approach in all operations. This position also emphasizes the importance of maximizing revenue while maintaining high-quality patient care.

KEY RESPONSIBILITIES:

  • Oversee profit and loss management to drive growth, focusing on adherence to an annual budget.
  • Manage daily operations of front and back-office functions, ensuring efficient workflows and role clarity.
  • Collaborate with the Operations head to align the corporate mission and strategic vision across all practices.
  • Work closely with the Revenue Cycle team to optimize accounts receivable, minimize denials, and ensure timely billing processes.
  • Coordinate with Credentialing & Enrollment to maintain current business and provider licenses and ensure all enrollments are active.
  • Partner with HR to recruit, onboard, and evaluate staff, ensuring optimal staffing levels and managing schedules and payroll.
  • Engage with IT to identify and fulfill hardware and software needs for staff efficiency.
  • Coordinate with the Call Center to maintain clear communication regarding patient wait times and appointment statuses.
  • Collaborate with the Finance team to manage accounts payable and receivable requests and payroll needs.
  • Work with Marketing to design and implement campaigns aimed at increasing patient appointments and enhancing community reputation.
  • Assist the Area Manager with regional operational integrations as necessary.
  • Participate in weekly operational meetings and monthly financial reviews with operational leadership.

INVENTORY MANAGEMENT:

  • Monitor supply expenses and maintain appropriate inventory levels for medical and office supplies.
  • Conduct end-of-month and end-of-year inventory counts, ensuring accuracy and compliance.
  • Regularly check inventory for expiration dates and manage the disposal of expired items.
  • Secure necessary equipment as requested by providers, presenting business cases for significant expenses.

ADDITIONAL FUNCTIONS:

  • Facilitate periodic staff meetings and training sessions on compliance topics such as OSHA and HIPAA.
  • Ensure compliance with regulatory agencies and maintain a harmonious work environment.
  • Be prepared to assume various operational roles during staffing shortages or emergencies.
  • Attend occasional meetings or training sessions outside of regular hours as required.

QUALIFICATIONS:

  • A minimum of four years of progressive managerial experience in a medical practice, preferably in cosmetic surgery.
  • A Bachelor's degree is preferred, or an equivalent combination of education and experience.
  • Strong knowledge of healthcare financial management and human resource practices.
  • Exceptional organizational skills with the ability to analyze and interpret data effectively.
  • Familiarity with electronic medical records and billing systems.
  • Ability to apply policies to resolve everyday challenges and prioritize tasks effectively.
  • Excellent written and verbal communication skills.