Ancillary Services Manager

Jax Spine & Pain Centers•Jacksonville, FL

About The Position

The Ancillary Services Manager is responsible for the oversight, coordination, and compliance of all Durable Medical Equipment (DME) dispensing and Urine Drug Testing (UDT) collection activities within the organization. This role ensures that ancillary services are delivered efficiently, in alignment with regulatory standards, and in support of the organization’s clinical goals. The manager will supervise DME and UDT staff, maintain vendor relationships, and lead initiatives to optimize workflows, reduce errors, and improve patient satisfaction.

Requirements

Bachelor’s degree in healthcare administration, nursing, allied health, or related field (or equivalent experience).
3+ years of supervisory experience in ancillary or clinical operations.
Strong knowledge of DME dispensing regulations and UDT collection protocols.
Proficient in EMR/EHR systems and Microsoft Office Suite.
Excellent organizational and time-management skills.
Strong communication and leadership abilities.
Attention to detail and commitment to regulatory compliance.
Ability to adapt in a fast-paced and changing healthcare environment.
Problem-solving mindset and analytical thinking.

Nice To Haves

Certified DME Specialist (CDME) or equivalent credential.
Familiarity with CLIA-waived testing environments.
Experience in multi-site practice or outpatient clinic setting.

Responsibilities

Oversee the ordering, inventory, and distribution of DME products in accordance with provider orders and payer requirements.
Ensure accurate documentation, patient education, and compliance with CMS, OSHA, and other regulatory bodies.
Monitor DME billing and reimbursement practices in collaboration with revenue cycle and compliance teams.
Train staff on DME protocols and regulatory updates.
Manage and train staff on urine drug test collection protocols, including chain of custody procedures, patient privacy, and proper specimen handling.
Ensure compliance with CLIA, HIPAA, and applicable federal and state drug testing regulations.
Coordinate with laboratories and providers to ensure timely results and address collection discrepancies.
Audit documentation for accuracy and completeness.
Develop and implement standardized workflows and quality assurance procedures for DME and UDT services.
Monitor key performance indicators (KPIs) and generate performance and compliance reports.
Lead process improvement initiatives to increase efficiency and reduce operational risks.
Coordinate with clinical and operational leadership to ensure services meet the evolving needs of patients and providers.
Hire, train, and manage a team of ancillary staff including DME technicians and UDT collectors.
Conduct regular performance evaluations and implement professional development plans.
Address staffing issues, schedule coverage, and ensure appropriate staff training and certification.
Track and analyze key performance indicators (KPIs) related to DME dispensing accuracy, inventory levels, UDT turnaround times, and compliance rates.
Prepare regular performance dashboards and reports for leadership, highlighting trends, variances, and opportunities for improvement.
Use data to identify process bottlenecks, compliance gaps, and operational inefficiencies.
Lead cross-functional initiatives to streamline ancillary workflows, reduce waste, and improve patient and provider satisfaction.
Apply continuous improvement methodologies to enhance the quality and efficiency of DME and UDT processes.
Collaborate with IT and clinical teams to optimize EMR workflows, documentation templates, and data capture for ancillary services.
Conduct root cause analyses for recurring issues and implement corrective action plans.