Ancillary Services Manager

Jax Spine and Pain Center; Jacksonville (FL); On-site; USD 85,000 - 110,000; Full time

Job summary

Jax Spine and Pain Center is seeking an Ancillary Services Manager to oversee DME dispensing and UDT collection, ensuring regulatory compliance and alignment with clinical goals. You will supervise DME and UDT staff, optimize workflows, and manage vendor relationships.

This role emphasizes data-driven process improvements, KPI reporting, and collaboration with IT to optimize EMR workflows and documentation.

Qualifications

• Bachelor's degree in healthcare administration, nursing, allied health, or related field (or equivalent experience).
• 3+ years of supervisory experience in ancillary or clinical operations.
• Strong knowledge of DME dispensing regulations and UDT collection protocols.
• Proficient in EMR/EHR systems and Microsoft Office Suite.

Responsibilities

• Oversee the DME dispensing oversight, including ordering, inventory, and distribution per provider orders and payer requirements.
• Oversee UDT collection oversight, including chain of custody, patient privacy, and specimen handling.
• Develop and implement standardized workflows and QA procedures for DME and UDT services.
• Hire, train, and supervise ancillary staff including DME technicians and UDT collectors.
• Track and analyze KPIs related to DME dispensing accuracy, inventory, UDT turnaround times, and compliance.
• Lead cross-functional process improvement initiatives to reduce waste and improve satisfaction.

Skills

Organizational skills

Time management

Communication

Leadership

Attention to detail

Regulatory compliance

Adaptability

Problem solving

Education

Bachelor's degree in healthcare administration, nursing, allied health, or related field (or equivalent experience)

Tools

EMR/EHR systems

Microsoft Office Suite

Job description

Position Summary:

The Ancillary Services Manager is responsible for the oversight, coordination, and compliance of all Durable Medical Equipment (DME) dispensing and Urine Drug Testing (UDT) collection activities within the organization. This role ensures that ancillary services are delivered efficiently, in alignment with regulatory standards, and in support of the organization’s clinical goals. The manager will supervise DME and UDT staff, maintain vendor relationships, and lead initiatives to optimize workflows, reduce errors, and improve patient satisfaction.

Key Responsibilities:

DME Dispensing Oversight:

• Oversee the ordering, inventory, and distribution of DME products in accordance with provider orders and payer requirements.
• Ensure accurate documentation, patient education, and compliance with CMS, OSHA, and other regulatory bodies.
• Monitor DME billing and reimbursement practices in collaboration with revenue cycle and compliance teams.
• Train staff on DME protocols and regulatory updates.

UDT Collection Oversight:

• Manage and train staff on urine drug test collection protocols, including chain of custody procedures, patient privacy, and proper specimen handling.
• Ensure compliance with CLIA, HIPAA, and applicable federal and state drug testing regulations.
• Coordinate with laboratories and providers to ensure timely results and address collection discrepancies.
• Audit documentation for accuracy and completeness.

Operations Management:

• Develop and implement standardized workflows and quality assurance procedures for DME and UDT services.
• Monitor key performance indicators (KPIs) and generate performance and compliance reports.
• Lead process improvement initiatives to increase efficiency and reduce operational risks.
• Coordinate with clinical and operational leadership to ensure services meet the evolving needs of patients and providers.

Staff Supervision:

• Hire, train, and manage a team of ancillary staff including DME technicians and UDT collectors.
• Conduct regular performance evaluations and implement professional development plans.
• Address staffing issues, schedule coverage, and ensure appropriate staff training and certification.

Data Analysis & Reporting:

• Track and analyze key performance indicators (KPIs) related to DME dispensing accuracy, inventory levels, UDT turnaround times, and compliance rates.
• Prepare regular performance dashboards and reports for leadership, highlighting trends, variances, and opportunities for improvement.
• Use data to identify process bottlenecks, compliance gaps, and operational inefficiencies.

Process Improvement:

• Lead cross-functional initiatives to streamline ancillary workflows, reduce waste, and improve patient and provider satisfaction.
• Apply continuous improvement methodologies to enhance the quality and efficiency of DME and UDT processes.
• Collaborate with IT and clinical teams to optimize EMR workflows, documentation templates, and data capture for ancillary services.
• Conduct root cause analyses for recurring issues and implement corrective action plans.

Qualifications:

Required:

• Bachelor's degree in healthcare administration, nursing, allied health, or related field (or equivalent experience).
• 3+ years of supervisory experience in ancillary or clinical operations.
• Strong knowledge of DME dispensing regulations and UDT collection protocols.
• Proficient in EMR/EHR systems and Microsoft Office Suite.

Preferred:

• Certified DME Specialist (CDME) or equivalent credential.
• Familiarity with CLIA-waived testing environments.
• Experience in multi-site practice or outpatient clinic setting.

Skills:

• Excellent organizational and time-management skills.
• Strong communication and leadership abilities.
• Attention to detail and commitment to regulatory compliance.
• Ability to adapt in a fast-paced and changing healthcare environment.
• Problem-solving mindset and analytical thinking.