Office Manager (Bilingual Spanish)

VIPcare•Ocala, FL

About The Position

VIPcare is seeking a bilingual Spanish Office Manager to lead the day-to-day operations of an assigned medical practice. The Office Manager is the clinic’s operational leader, overseeing clinical and administrative operations, managing clinic staff, supporting providers, and promoting a high-performing, patient-centered culture focused on Five-Star Service. The role drives operational excellence through quality, service, financial, and patient-care outcomes in a Medicare Advantage, value-based care environment. The Office Manager ensures efficient workflows, regulatory compliance, exceptional patient experiences, and progress toward organizational performance goals. The role works closely with physicians and advanced practice providers and supports the clinic team in delivering quality care to patients, including a patient population specializing in primary care for people aged 65 and older. This position reports to the Regional Practice Manager. It requires a high school diploma or equivalent and at least four years of progressive healthcare experience. Spanish fluency is required. The role follows a Monday–Friday schedule, with no weekends or on-call duties, and includes physical activity in a clinical environment and travel between clinic locations as business needs require.

Requirements

High school diploma or equivalent required.
At least 4 years of progressive experience in a healthcare environment, such as medical assisting, clinical operations, medical office administration, patient access, practice management, healthcare customer service, or referral coordination; equivalent combinations of clinical and healthcare operations experience will be considered.
Bilingual Spanish proficiency required.
Working knowledge of medical office operations, ambulatory care workflows, and clinical procedures, with the ability to provide clinical support when operationally necessary.
Working knowledge of common medications and disease processes affecting the patient population served.
Knowledge of HIPAA, OSHA, CLIA, infection prevention, medical coding principles, and other applicable healthcare regulations.
Experience using electronic medical records (EMRs).
Proficiency with Google Workspace, including Drive, Docs, Sheets, and Slides.
Excellent customer service skills and professional telephone etiquette.
Strong organizational, prioritization, time-management, and multitasking skills, with exceptional attention to detail.
Excellent verbal and written communication skills, including the ability to communicate with patients, providers, health plans, vendors, leadership, and internal and external partners.
Strong leadership, interpersonal, coaching, and team-building skills, including the ability to motivate, develop, and hold team members accountable while fostering a collaborative, service-oriented culture.
Strong critical-thinking, analytical, decision-making, and problem-solving abilities.
Ability to maintain confidentiality and appropriately handle sensitive and protected information.
Ability to work independently while managing multiple priorities in a fast-paced clinical environment.
Commitment to exceptional patient care and a Five-Star patient experience.
Results-oriented approach focused on quality, operational excellence, accountability, and continuous improvement.
Ability to build positive relationships across departments and work effectively with cross-functional teams.
Cultural diversity awareness and sensitivity to the needs of Medicare and other patient populations served by VIPcare.
Ability to adapt to changing priorities while maintaining professionalism and a positive attitude.
Ability to perform frequent standing, walking, bending, kneeling, reaching, pushing, pulling, and repetitive hand movements throughout the workday.
Manual dexterity and fine motor skills sufficient to operate medical equipment, complete administrative tasks, and perform clinical duties when needed.
Ability to lift, carry, push, or move medical equipment and supplies weighing up to 15 pounds and assist with heavier patient transfers when appropriate.
Ability to sit or stand for extended periods based on operational needs.
Visual acuity and hearing, with or without reasonable accommodation, sufficient to safely perform essential job functions.
Ability to operate standard office equipment, computers, telephones, and clinical devices.
Reliable transportation to report consistently to scheduled work locations and meetings.

Nice To Haves

Associate's or Bachelor's degree in Healthcare Administration, Business Administration, or a related field.
At least 1 year of leadership, supervisory, lead, or team coordinator experience in a physician practice, outpatient clinic, or other healthcare setting.
Experience leading multidisciplinary healthcare teams.
Experience in a Medicare Advantage or value-based care environment, including knowledge of HEDIS and quality initiatives.
Current CPR/BLS certification.
Certified Medical Assistant credential (CMA, RMA, CCMA, or NCMA).

Responsibilities

Lead the day-to-day operations of the assigned medical practice and maintain efficient, patient-centered clinic operations.
Monitor, analyze, and improve operational and clinical metrics, including HEDIS measures, patient access, admission management, emergency room utilization, patients not seen, quality outcomes, and patient satisfaction.
Identify opportunities for operational improvement and implement workflow enhancements that improve quality, efficiency, and patient experience.
Track and report Medicare Advantage Star Ratings metrics, value-based care performance targets, and performance bonus program requirements.
Ensure front-office and back-office operations function efficiently and meet service standards.
Supervise clinic staff, including Medical Assistants, Receptionists, Licensed Practical Nurses, and other assigned team members.
Manage staffing, scheduling, payroll approval, PTO, attendance, coaching, performance management, and employee development.
Recruit, onboard, train, mentor, and develop clinic team members in accordance with VIPcare standards.
Lead daily clinic huddles and coordinate staffing priorities.
Foster a collaborative, accountable, and patient-focused team culture.
Partner with physicians and advanced practice providers to support efficient operations and high-quality patient care.
Coordinate provider schedules and support administrative and clinical workflows.
Assist providers with credentialing, hospital access, professional licensing, payer enrollment, and related administrative activities.
Support patient access initiatives, care coordination, referrals, and proactive outreach.
Manage office supplies, medical inventory, pharmaceutical inventory, invoices, referral processing, patient records, and medication management accurately.
Maintain clinic calendars, communication boards, schedules, and operational tracking tools.
Communicate clinic performance, operational issues, and improvement recommendations to leadership.
Ensure compliance with Medicare Advantage requirements, HIPAA, OSHA, CLIA, infection prevention standards, and applicable employment laws.
Promote patient safety and promptly report suspected compliance, privacy, or safety concerns.
Maintain accurate clinical and operational documentation.
Participate in organizational meetings and communicate key updates to clinic staff.
Perform other duties as assigned.
Perform the physical activities required in a clinical environment, including assisting with patient positioning and transfers when necessary.
Travel between clinic locations, attend meetings, and participate in training sessions as business needs require.