Office Manager (Bilingual Spanish)

VIPcare•Ocala, FL

About The Position

The Bilingual Spanish Office Manager leads the day-to-day operations of an assigned medical practice and fosters a high-performing, patient-centered culture that delivers Five-Star Service. The role oversees clinical and administrative operations, manages clinic staff, supports providers, and drives operational excellence through quality, service, financial, and patient-care outcomes. The Office Manager serves as the clinic’s operational leader, ensuring efficient workflows, regulatory compliance, exceptional patient experiences, and achievement of organizational performance goals in a Medicare Advantage, value-based care environment. The position supervises clinic staff, coordinates provider and patient-support workflows, manages administrative and financial operations, and ensures compliance with applicable healthcare requirements. It also monitors clinic performance, identifies opportunities for improvement, communicates operational updates to leadership and staff, and performs other duties as assigned. The role requires Spanish bilingual proficiency and may involve clinical support when operationally necessary.

Requirements

High school diploma or equivalent required.
At least 4 years of progressive experience in a healthcare environment; 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 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 attention to detail.
Excellent verbal and written communication skills for interacting 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.
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.
Appreciation for cultural diversity 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 the physical activities required in a clinical environment, including assisting with patient positioning and transfers when necessary.
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.
Ability to travel between clinic locations, attend meetings, and participate in training sessions as business needs require.
Reliable transportation to consistently report to scheduled work locations and meetings.
Positive work ethic; ability to inspire others and model core values and guiding principles.
Ability to contribute ideas and feedback as a team player and meet commitments.
Ability to approach tasks and challenges with energy and passion.
Focus, drive, and a record of completing goals.

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 ensure 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, patient satisfaction, and organizational KPIs.
Identify operational improvement opportunities and implement workflow enhancements to 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, LPNs, 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 daily staffing priorities.
Foster a collaborative, accountable, and patient-focused culture.
Partner with physicians and advanced practice providers to support efficient clinic 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 and 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.