Office Manager

MyCare Medical; Clearwater (FL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health, Vision, Dental, and Life ins.

401(k) Retirement Plan

Health Advocacy, Travel Assistance

Job summary

MyCare Medical is hiring an Office Manager to oversee day-to-day medical office operations, including financial management, staff relations, and patient services. You will report to the Area Director and drive performance, training, and compliance across non-clinical staff while coordinating with providers to ensure efficient workflows.

You will lead daily huddles, monitor KPIs, and manage budgets, staffing, and onboarding.

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 ispreferred
• Experience with managed care ispreferred
• 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.

Responsibilities

• Oversees staff and daily operations of their office. Delegates and assigns tasks as necessary.
• Assists in the management of office budget, monitors and controls office expenditures, and staff overtime.
• Monitors KPIs and prepares office management reports.
• Conducts monthly metric review of hospital admissions, readmissions, medical expenses related to patient care, membership growth, financial performance, quality of care, and patient experience.
• Implements procedures to improve office performance (reduce cancellations, turnover, utilization).
• Partners with providers to maintain orderly and efficient workflows in the office.
• Leads daily huddles to discuss schedules, metrics, performance, and opportunities.
• Holds regular coaching sessions and annual performance reviews with direct reports.
• Responsible for achieving performance goals including 90% fulfillment on operational objectives.
• Stays abreast of Medicare Advantage, office management, business model, compliance, communication, and technology.
• Office-level new hire training and onboarding, including policy adherence and HIPAA compliance.
• Manages all office aspects of new patient process with cross-functional teams.
• Maintains office supplies, inventory, and purchase orders.
• Manages staff scheduling and timesheets for payroll.
• Implements incident reporting procedures and assists with incident management.
• Resolves patient/caretaker complaints and concerns.
• Escalates office issues timely.
• Determines needs for systems, equipment, and capital purchases.
• Monitors clinical device use and maintenance.
• Ensures readiness for regulatory visits (OSHA, CLIA, program assessments).
• Oversees emergency response training.
• Maintains privacy per policy and HIPPA regulations.
• Maintains a positive, patient-centric culture.
• Supports providers and office staff as needed.

Skills

Communication

Multitasking

Organization

Problem solving

Teamwork

EHR experience

HEDIS experience

Managed care experience

Medicare Advantage experience

Microsoft Office

Education

High School Diploma

CPR & BLS Certifications

Certified Medical Assistant

Tools

EHR system

Job description

Job Summary – Under the supervision of the Area Director, the Office Manager oversees the day-to-day operations of the medical office including financial management, employee/patient relations, customer service, training and education, facilities management, timesheet management, and site performance reports. The Office Manager collects, interprets, and reports data to facilitate effective office management. They are responsible for managing all aspects of operations involving non-clinical staff in the office.

RESPONSIBILITIES

• Oversees staff and daily operations of their office. Delegates and assigns tasks as necessary
• Assists in the management of office budget, monitors and controls office expenditures, and staff overtime
• Monitors key performance indicators (KPIs) and prepares office management reports. (Reports include, but are not limited to, patient lists, provider panels, profit and loss, budget, utilization, quality measures, STARS/HEDIS, etc.)
• Conducts monthly metric review of hospital admissions, readmissions, medical expenses related to patient care, membership growth, financial performance, quality of care, and patient experience
• Implements procedures to improve office performance (i.e., minimize patient cancelations, minimize staff turnover, decrease utilization, etc.)
• Partners with providers to maintain orderly and efficient workflows in the office
• Leads daily huddles to discuss daily schedules, patient metrics, office performance, successes, recognition, and other areas of opportunity
• Holds 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
• Stays abreast of company’s positions on Medicare Advantage, office management, business model, compliance, communication, and technology
• Conducts 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
• Manages 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
• Maintains and keeps track of office supplies, manages inventory, and carries out all purchase orders and supply request processing
• Coordinates and manages office staff’s scheduling and timesheets for payroll
• Implements employee/patient incident reporting procedures as necessary and assists Area Managers with incident management
• Manages and resolves patient/caretaker complaints and concerns
• Escalates office issues and concerns timely and appropriately as necessary
• Determines and justifies needs for systems, equipment, and capital purchases
• Monitors use, inventory, maintenance and proper working condition of clinical devices
• Assures office readiness for regulatory visits. Addresses and responds to site inspections, audits, and surveys including OSHA, CLIA, and program assessment
• Oversees management and training of office’s emergency response processes
• Maintains client and employee privacy in accordance with MyCare policy and HIPPA regulations
• Maintains a positive atmosphere and working environment. Effectively monitors morale and creates a dynamic patient-centric and servant culture
• Supports providers and office staff as needed.

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 ispreferred
• Experience with managed care ispreferred
• 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