The Department of Surgery is seeking applicants for the position of Multispecialty Office Manager, a critical role in the department that provides day to day management and oversight of two complex multispecialty clinical practices with 10 subspecialties in total. This position directs, supervises and coordinates daily operational activities while also responsible for both clinical and clerical personnel. Under the supervision of the department Ambulatory Administrator, a successful candidate will have a strong skill-set in building teams and fostering employee development, while building a working culture of excellence in all aspects of clinical and clerical functions.

The Department of Surgery is home to five divisions; Acute Care Surgery, General Surgery and Surgical Oncology, Plastic Surgery, Vascular Surgery, and ENT. Join an outstanding team and department that is poised for substantial growth as we continue to expand our footprint in the Northeast Florida region.

JOB DUTIES

In consultation with Ambulatory Administrator and/or Director, manages the logistical operation of a sub-specialty center with over six sub-specialties, that caters to the needs of medically complex patients. Directs, supervises, and coordinates the daily operational activities. Responsible for the management of personnel, supplies, equipment, and patient financial interactions to include collection of co-payments, co-insurance, and cash handling. Provides exemplary customer service and ensures that a high level of customer service is provided by all office/department staff. Serves as the liaison between programs and Administrative Directors. Monitors and adheres to all policies, procedures, and regulatory requirements.


ESSENTIAL FUNCTIONS

• In coordination with the Ambulatory Administrator and/or Director, participates in promoting financial viability of each assigned practice through monitoring of financial performance related to revenue, expenditures, and resource management
• Provides supervision for the non-provider staff, to include organizing work assignments, counseling, problem solving, scheduling, and productivity monitoring, evaluating performance, implementing performance improvement projects, and maintaining payroll functions.
• Performs management duties to include participating in the hiring process, monitoring staff qualifications, staff orientation, staff training and scheduling. Ensure training and job competencies are completed prior to deployment.
• Provides a staffing model to ensure workload and operational hours’ coverage, including cross-training of staff and assignments for the various subspecialties that further develop staff performance, as well as adherence to budget targets.
• Provides coaching and direction for staff to maximize and strengthen exceptional customer service performance while holding staff accountable.
• Provides oversight of fiscal policies and procedures to include billing compliance, fiscal goals, cash handling functions, coding and encounter processing.
• Resolves medical/administrative problems and patient complaints through the facilitation of excellent lines of communication between staff and providers under the direction of the Ambulatory Administrator and/or Director
• Implements and maintains quality improvement programs, proactively implements approved actions plans to resolve problem areas, actively participates in goal setting for the practices and coordinates the efforts to meet the goals.
• Maintains appropriate records, required documentation, and employee files, including physician credentials and licensure documentation.
• Works with the property management in assigned location to obtain keys and parking decals for new providers and staff and coordinates other facility requests.

Temperament

Adhere to company policies and procedures, demonstrate the core values and Hospitality behaviors, resolve conflict through open, honest, professional communication, demonstrate positive and enthusiastic attitude, keep supervisor and leadership apprised of issues, and seek opportunities to recognize others.

SKILLS, QUALIFICATIONS, AND REQUIRED EXPERIENCE

Skills, Knowledge, Abilities

• Concisely communicate and relate to all levels of the organization, customers and outside agencies.

• Computer literate with proficiency in Microsoft Office (Outlook, Word, Excel, Access, and Power Point), Adobe Acrobat, 10-key, and database management.

• Skill in exercising a substantial degree of initiative, judgments and discretion in the decision making process when advocating for patients or when working to achieve organizational objectives.

EXPERIENCE REQUIREMENT

• 3 years supervisory experience - REQUIRED

• 3 years operational experience in a clinical outpatient setting - REQUIRED

EDUCATION REQUIREMENT

• High School Diploma or GED equivalent- REQUIRED

• Associate Degree - PREFERRED

UFJPI is an Equal Opportunity Institution