Medical Office Administrator

7 days ago

Tampa, Florida, United States MyCare Medical Group Full time
Job Summary

As a key member of the MyCare Medical Group team, the Office Operations Manager plays a vital role in overseeing the day-to-day operations of our medical offices. This includes financial management, employee/patient relations, customer service, training and education, facilities management, timesheet management, and site performance reports. The successful candidate will be responsible for collecting, interpreting, and reporting data to facilitate effective office management.

Key Responsibilities
  • Oversee staff and daily operations of the office, delegating and assigning tasks as necessary.
  • Assist in the management of office budget, monitor and control office expenditures, and staff overtime.
  • Monitor key performance indicators (KPIs) and prepare office management reports, including patient lists, provider panels, profit and loss, budget, utilization, quality measures, STARS/HEDIS, etc.
  • Conduct monthly metric reviews of hospital admissions, readmissions, medical expenses related to patient care, membership growth, financial performance, quality of care, and patient experience.
  • Implement procedures to improve office performance, such as minimizing patient cancelations, minimizing staff turnover, decreasing utilization, etc.
  • Partner with providers to maintain orderly and efficient workflows in the office.
  • Lead daily huddles to discuss daily schedules, patient metrics, office performance, successes, recognition, and other areas of opportunity.
  • Hold regular coaching sessions and annual performance reviews with direct reports.
  • Responsible for implementing procedures to achieve performance goals, including but not limited to, 90% fulfillment on all office operational objectives.
  • Stay abreast of company positions on Medicare Advantage, office management, business model, compliance, communication, and technology.
  • Conduct office-level new hire training and onboarding, including office management training, adherence to company policies and procedures, and compliance to company technology and communications protocols.
  • Manage all office aspects of new patient process with cross-functional teams, including office touring, patient portal registration, management of new patient paperwork, and coordination of medical referrals from the medical office.
  • Maintain and keep track of office supplies, manage inventory, and carry out all purchase orders and supply request processing.
  • Coordinate and manage office staff's scheduling and timesheets for payroll.
  • Implement employee/patient incident reporting procedures as necessary and assist Area Managers with incident management.
  • Manage and resolve patient/caretaker complaints and concerns.
  • Escalate office issues and concerns timely and appropriately as necessary.
  • Determine and justify needs for systems, equipment, and capital purchases.
  • Monitor use, inventory, maintenance, and proper working condition of clinical devices.
  • Assure office readiness for regulatory visits, address and respond to site inspections, audits, and surveys, including OSHA, CLIA, and program assessment.
  • Oversee management and training of office's emergency response processes.
  • Maintain client and employee privacy in accordance with MyCare policy and HIPAA regulations.
  • Maintain a positive atmosphere and working environment, effectively monitoring morale and creating a dynamic patient-centric and servant culture.
  • Support providers and office staff as needed.
Job Qualifications
  • High School Diploma
  • Minimum of 2 years administrative or managerial experience in a medical setting
  • CPR & BLS Certifications/Re-certifications, Certified Medical Assistant
  • EHR experience required
  • HEDIS experience is preferred
  • Experience with managed care is preferred
  • Effective oral and written communication skills
  • Microsoft Office applications
  • Ability to handle multiple competing priorities simultaneously
  • Strong organizational skills
  • Ability to think independently and demonstrate good problem-solving skills
  • Ability to work in a team environment and to collaborate with a variety of internal and external contacts in a positive manner
  • Must have primary care office & Medicare Advantage experience
Benefits
  • Comprehensive benefits package, including Health, Vision, Dental, and Life insurances
  • FSA and Life Assistance Program (EAP)
  • 401(k) Retirement Plan
  • Health Advocacy, Travel Assistance, and My Secure Advantage

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