Office Manager - NCPS (Full Time, Days)

Nicklaus Children's Health System; Miami (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

Nicklaus Children's Health System is seeking an experienced Office Manager to organize and manage office operations across specialty practices in Miami. You will oversee daily activities, supervise staff, and ensure efficient use of appointment books, finances, and records.

The role requires strong leadership, budgeting awareness, and the ability to coordinate with physicians and leadership to meet objectives and improve performance.

Qualifications

• 4 years of relevant office experience or 1 year with an Associate's Degree or higher.
• Experience supervising staff and coordinating office operations.
• Strong time management and communication abilities.

Responsibilities

• Organizes and manages office operations to ensure efficiency.
• Oversees day-to-day operations of the specialty practices and staff.
• Supports accounts receivable and accounts payable processes.
• Manages front-end revenue cycle tasks and appointment scheduling.
• Hires, trains, and evaluates office staff and ensures policy adherence.

Skills

High school education

Supervisory experience

Time management

Communication skills

Office management

Education

Associate's Degree or higher

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Description

Job Summary

Responsible organizing and managing office operations and procedures in order to ensure organizational effectiveness and efficiency.

Job Specific Duties

• Achieves financial objectives by monitoring expenditures to support the annual budget.
• Responsible for optimizing appointment slots on physicians' and other healthcare professionals' appointment books (clinic and/or block utilization when appropriate), manages wait times.
• Responsible for oversight of the day-to-day operations of the specialty practices, ensuring the implementation of prescribed activities is carried out in accordance with specified objectives. Works closely with the employed physicians and other healthcare professionals, Directors, Practice Administrators, and other Office Managers. Identifies issues and escalates to appropriate Leader.
• Supports accounts receivable and accounts payable functions, processes invoices, and generally makes certain that the process runs smoothly.
• Oversees front-end revenue cycle functions such as scheduling appointments, obtaining and verifying authorizations, creating and/or maintaining medical records, monitoring document completion, consents and other documents are signed, collecting co-payments and outstanding balances at the time of service.
• Ensures adherence to department policies and procedures with Leader's approval.
• Provides supervision to the operation and ensures the department is properly staffed.
• Leads, coaches, counsels, and evaluates employees on their job performance. Ensure employees adhere to all NCPS and NCHS policies and procedures, including NCHS Values and Guiding Behaviors. Makes appropriate recommendations for corrective action, and carries them out. Consults with TM&E as needed. Responsible for hiring and orienting new employees and the growth and development of direct reports.
• Ensures office staff and procedures are handled effectively by providing training, coaching, and counseling. Provides in-service to staff.
• Reconciles and supports the maintenance of timecards and attendance monitoring. Ensures attendance related practices comply with Hospital policies.
• Assists the Leader in proposing changes to work methods and procedures to ensure economy and efficiency of operation of the department.
• Ensures staffing levels and skill sets are appropriate to support the daily operations of the practices across designated service lines.
• Monitors inventory of supplies and orders as needed. Reconciles and supports the inventory of supplies and reorders when necessary. Reconciles and supports the purchase order process as requested.
• Maintains personnel records, licenses, and permit renewals as needed for the office and/or NCHS. Maintains all clinic and personnel records, licenses and permit renewals. Ensures the practice meets all mandates (OSHA, HRS, medical waste, Nicklaus Children's Hospital requirements, etc.) and maintains quality and performance improvements.

Qualifications

Minimum Job Requirements

• 4 years of relevant office experience (OR) 1 year of relevant office experience with an Associate's Degree or higher

Knowledge, Skills, and Abilities

• High school education or equivalent preferred.
• Prior Office Manager experience preferred.
• Supervisory experience preferred.
• Decision making and time management skills.
• Excellent verbal and written communication skills.
• Human relations and team building skills.
• Able to handle multiple assignments, set priorities, and meet deadlines.
• Ability to represent department/function in a professional, courteous, and efficient manner.
• Ability to follow complex written or verbal instructions to solve complex problems.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

Job:

Management

Department:

NCPS-PROFESSIONAL SERVICES-3100-490000

Job Status:

Professional