Office Manager

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 more than 20 locations throughout Central Florida, we reiterate our commitment to providing quality medical care and an exceptional experience at each visit. That is the peace of mind and convenience that our patients deserve.

We know that we would not be able to do this without our outstanding team. Together, we strive to be the number-one choice for primary care in the communities that we serve. We recognize the hard work that our employees put in and offer competitive pay, excellent benefits, and an awesome work environment.

A DAY IN THE LIFE OF AN OFFICE MANAGER

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, Coac,h 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.

Your attention to detail assists you in organizing patient information and scheduling. You thrive in our fast-paced and people-driven environment and enjoy helping our patients. Plus, you feel great about the part you play in helping our doctors and staff provide excellent care.

DUTIES AND RESPONSIBILITIES:

• Manages the daily operation of the organization by creating and implementing policies and procedures.
• Directs operation of the organization and supervises all staff.
• Welcome all new patients to the practice.
• Ensure the highest level of patient service.
• Perform post-first visit patient’s survey.
• Ensure all phone calls are answered promptly (at 3 rings) and in a courteous manner.
• Verify that all patient encounters are answered timely preferably within the same day.
• Verify that all answering service calls are answered within the same day.
• Process requests for patient’s discharge.
• Address the patient’s complaints.
• Review monthly membership reports and ensure that all patients have a follow-up appointment.
• Make patients aware of all IMA educational resources and recommend them to enroll in any of the centers.
• Reviews all monthly HEDIS and MRA Reports.
• Assign tasks to Medical Assistants and Front Office Personnel to ensure HEDIS and MRA gaps are met.
• Ensure that all HEDIS and MRA gaps are addressed daily in an effective manner.
• Implement all the Care Management measures as directed by the IMA Care Management Department:
• All patients should make use of the Answering Service.
• Avoid any preventable admissions or ER visits whenever possible.
• Ensure that all patients utilize the IMA-provided meters and diabetic supplies.
• Verify that patients utilize transportation when needed.
• Support the medical staff in the promotion of utilization of generics.
• Monitor the referral process to ensure guidelines are met.
• Develop and implement techniques to optimize the utilization of medical resources.
• Prepare weekly status reports.
• Prepare monthly center performance statistics.
• Ensure all IMA Marketing material is available and displayed in the IMA Medical Center as well as key community locations.
• Establish relationships with all marketing representatives that promote the IMA center.
• Establish monthly planning meetings with IMA marketing representatives as well as participating IMA insurance agents to review the implementation of marketing plans.
• Work with IMA marketing staff to identify and reach nearby communities to promote the IMA Medical Center.
• Keep aware of all health fairs and community events and ensure that IMA Medical Center is a participant.
• Organize Open houses and other on-site marketing events.
• Order medical and office supplies in the most cost-efficient manner.
• Ensure proper and optimal use of all IMA resources.
• Assures that all emergency equipment, such as fire extinguishers and emergency lights are properly maintained.
• Ensure medical equipment is inspected and serviced regularly, and that clinical safety procedures are in place and followed.
• Maintain all biohazard reports.
• Completes work/repair orders promptly.
• Performs quarterly safety/emergency drills.
• Perform other related duties assigned by management.

SUPERVISORY RESPONSIBILITIES:

• Manages the daily operation of the organization by creating and implementing policies and procedures.
• Hire, terminate, and train staff in a medical office.
• Supervise front office, medical assistant, and other ancillary personnel.
• Ensure excellent customer service.
• Supervise Cleaning staff.
• Serves as a backup whenever anyone in the staff is not present.
• Address employee issues in a timely fashion and perform Employee Performance reviews.
• Develop and implement office policies and procedures.
• Ensure employees’ OSHA, HIPAA, and other training requirements are up-to-date.
• Ensure all examining rooms are kept organized and fully stocked.
• Ensure that all work areas are kept neat and organized.
• Run weekly staff meetings.

• At least 2 years of prior experience in Medical Office Management.
• High School or equivalent
• Fully Bilingual (ENGLISH/SPANISH)
• Have at least 1 year of Electronic Medical Record (EMR) Experience - (ECW- eClinicalWorks preferred)
• Excellent Communication Skills (Written and Oral)

Do you have excellent written and verbal communication skills? Are you a customer service Rockstar? Do you enjoy interacting with people and understand good phone etiquette? Are you organized and able to multitask and manage your time efficiently? Are you detail-oriented? Do you work well in a team environment but also independently? If so, you may be perfect for this position!

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 would be 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 maintains a drug-free workplace in accordance with applicable Federal and State laws.