Office Manager Job at IMA Medical Group in Lakeland

Overview

We are excited to announce an opening for an Office Manager at our South Lakeland office! As an Office Manager, you are the point of contact for the operational supervision and ongoing support of the clinic. Your warm and welcoming demeanor puts them at ease as you happily answer their questions and assist with their needs. You will supervise the front office, medical assistant, and other ancillary personnel as well as ensure that all HEDIS and MRA gaps are addressed daily and effectively. Additionally, you will hire, coach, and perform Employee Performance Reviews. We are not only searching for a manager but a leader who will bring the office to high levels of quality in the primary care services we provide to our current and future patients.

Key Responsibilities:

• Manages the daily operation of the organization by creating and implementing policies and procedures.
• Directs operation of the organization and supervises all staff.
• Welcomes all new patients to the practice.
• Ensures the highest level of patient service.
• Performs post-first visit patient surveys.
• Ensures all phone calls are answered promptly (at 3 rings) and in a courteous manner.
• Verifies that all patient encounters are answered timely, preferably within the same day.
• Verifies that all answering service calls are answered within the same day.
• Processes requests for patient discharge.
• Addresses patient complaints.
• Reviews monthly membership reports and ensures that all patients have a follow-up appointment.
• Informs patients about IMA educational resources and recommends enrollment in any of the centers.
• Reviews all monthly HEDIS and MRA Reports.
• Assigns tasks to Medical Assistants and Front Office personnel to ensure HEDIS and MRA gaps are met.
• Ensures that all HEDIS and MRA gaps are addressed daily in an effective manner.
• Implements all Care Management measures as directed by the IMA Care Management Department.
• Ensures all patients use the Answering Service.
• Avoids preventable admissions or ER visits whenever possible.
• Ensures patients utilize IMA-provided meters and diabetic supplies.
• Verifies that patients use transportation when needed.
• Supports the medical staff in promoting the use of generics.
• Monitors the referral process to ensure guidelines are met.
• Develops and implements techniques to optimize the utilization of medical resources.
• Prepares weekly status reports.
• Prepares monthly center performance statistics.
• Ensures all IMA Marketing material is available and displayed in the IMA Medical Center as well as key community locations.
• Establishes relationships with all marketing representatives that promote the IMA center.
• Establishes monthly planning meetings with IMA marketing representatives and participating IMA insurance agents to review the implementation of marketing plans.
• Works with IMA marketing staff to identify and reach nearby communities to promote the IMA Medical Center.
• Keeps aware of all health fairs and community events and ensures that IMA Medical Center is a participant.
• Organizes open houses and other on-site marketing events.
• Orders medical and office supplies in the most cost-efficient manner.
• Ensures proper and optimal use of all IMA resources.
• Ensures that emergency equipment, such as fire extinguishers and emergency lights, is properly maintained.
• Ensures medical equipment is inspected and serviced regularly, and that clinical safety procedures are in place and followed.
• Maintains all biohazard reports.
• Completes work/repair orders promptly.
• Performs quarterly safety/emergency drills.
• Performs other related duties assigned by management.

Supervisory Responsibilities

• Manages the daily operation of the organization by creating and implementing policies and procedures.
• Hires, terminates, and trains staff in a medical office.
• Supervises front office, medical assistant, and other ancillary personnel.
• Ensures excellent customer service.
• Supervises cleaning staff.
• Acts as a backup when staff is not present.
• Addresses employee issues in a timely fashion and performs Employee Performance reviews.
• Develops and implements office policies and procedures.
• Ensures employees’ OSHA, HIPAA, and other training requirements are up-to-date.
• Ensures examination rooms are organized and fully stocked.
• Keeps work areas neat and organized.
• Runs weekly staff meetings.

Requirements

• At least 2 years of prior experience in Medical Office Management.
• High School or equivalent.
• Fully bilingual (ENGLISH/SPANISH).
• At least 1 year of Electronic Medical Record (EMR) experience — ECW (eClinicalWorks) preferred.
• Excellent communication skills (written and oral).

About IMA Medical Group

IMA Medical Group is a visionary and dynamic company focused on high-quality primary care services, with doctors and professionals dedicated to the health and well-being of the elderly. With multiple locations throughout Central Florida, we reiterate our commitment to providing quality medical care and an exceptional experience on each visit. That is the peace of mind and convenience that our patients deserve.

What We Offer

• Low-Cost Health, Dental, and Vision Insurance
• 401(K) Retirement Plan with Matching
• Voluntary Short & Long-Term Disability
• Employer-Paid Life Insurance
• Paid Time Off, Floating Holidays, and Paid Major Holidays
• Employee Assistance Program (EAP)

How to Apply

ARE YOU READY TO JOIN OUR TEAM? We understand your time is valuable and that is why we have a very quick and easy application process. If you feel that you are right for this position, please fill out our initial 3-minute, mobile-friendly application so that we can review your information. We look forward to meeting you!

IMA Medical Group is an Equal Opportunity Employer (EOE) and we comply with all federal, state, and local anti-discrimination laws, regulations, and ordinances.

IMA Medical Group participates in E-Verify, as required by the Florida Medicaid program.

IMA Medical Group maintains a drug-free workplace in accordance with applicable Federal and State laws.