Office Manager - Neurosurgery (Full Time, Days)

Nicklaus Children's Health System; Miami (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Nicklaus Children's Health System is seeking an experienced Office Manager to organize and oversee the daily operations of the professional services department. You will supervise staff, monitor budgets, and ensure compliance with policies while coordinating with physicians and leadership to maximize efficiency.

The role requires strong communication, supervisory skills, and proficiency in Microsoft Office.

Qualifications

• 4 years of relevant office experience (OR) 1 year of relevant office experience with an Associate's Degree or higher.
• High school education or equivalent preferred.
• Prior Office Manager experience preferred.

Responsibilities

• Organize and manage office operations and procedures to ensure organizational effectiveness and efficiency.
• Achieve financial objectives by monitoring expenditures to support the annual budget.
• Oversee day-to-day operations of the specialty practices and ensure activities align with objectives.
• Support accounts receivable and accounts payable; process invoices for smooth operations.
• Oversee front-end revenue cycle functions including scheduling, authorizations, medical records, and co-pay collections.
• Ensure adherence to department policies and procedures with leadership approval.
• Provide supervision to the operation and ensure proper staffing of the department.
• Lead, coach, and evaluate employees, handle corrective action, and support growth of staff.

Skills

Decision making

Time management

Verbal communication

Written communication

Team building

Multitasking

Education

High school education or equivalent

Associate's Degree or higher

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job 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