OFFICE OPERATIONS MANAGER II - SES - 64045230
About The Position
This position is under the direct supervision of the Operations and Management Consultant Manager. This is a highly responsible position providing operational support to the Florida Department of Health Walton County Health Department/Walton Community Health Center, business office, nursing and medical services, and for providing supervision of the call-center/medical services clerical support staff located at the Santa Rosa facility. Supervisory duties include, but are not limited to, hiring and selection, developing performance plans, conducting performance appraisals, planning and directing their work, approving leave, taking disciplinary action or to effectively recommend such actions. These functions require the incumbent to be highly motivated and possess the ability to use independent judgement. Responsible for monitoring of services and processes related to billing, clinic flow, clinic scheduling, customer service and program/grant compliance. This position is identified as sensitive and requires a security background screening including fingerprinting. Adheres to Information Security policies and procedures and key custodian to assigned areas. Ensures a professional, efficient, customer friendly reception office. Plan, assign, review, and coordinate efficient clinical/clerical operations of the Health Department including accurate and timely scheduling of appointments, client registration, eligibility determination, and client processing through clinic. Monitors collections of client fees by reception staff; trains and motivates reception staff to collect fees. Responsible for insuring HIPAA and information Security Policy compliance within the front office operations. Responsible for the provision of training, staff development and evaluation of performance of team members. Assures compliance with DOH policies, federal grant and program requirements. Supervise client eligibility processes for the department’s core programs, federal grants, and special projects. Assists Operations and Management Consultant Manager, Senior Community Health Nursing Director, Medical Director and CHN Supervisors with administrative functions relating to operation of the clinic reception office. Route and prioritize correspondence as received through the reception office. Perform research for programs, grants, services etc. as requested. Stays abreast of programmatic requirements and monitors compliance for the following programs: Presumptive Eligibility for Pregnant Women, Family Planning Waiver, Medicaid and Financial Eligibility Determination for clinic services. Stays abreast of Accounts Receivable policies, Medicaid/Medicare/Third Party insurance verification processes/requirements, and HMS functions relating to clinic registration and service entry. Train staff and monitor schedule to insure proper scheduling of appointments. Conducts quarterly Clinic Time Studies, compiling and presenting data to Quality Committee. Ensures adequate supply of forms and office supplies are maintained for clinic clerical support. Serves on the Clinic Management team. Will actively participate in team building and supporting the mission, vision, core values, and goals of FDOH Walton. Will participate with other teams as requested and/or desired such as Strategic Planning, Performance Management, and Special Projects etc. to support the organization. Attends staff/department meetings as scheduled. Completes time sheet and enters EAR data per DOH policies and procedures.
Requirements
- Ability to understand written sentences and paragraphs in work related documents.
- Ability to manage one's own time and the time of others.
- Ability to communicate effectively verbally and in writing.
- Knowledge of accounting principles and practices.
- Knowledge of Microsoft Suite, Health Management Clinic System, Federal UDS System
- Knowledge of FQHC grants and understanding of implementation and application.
- Must be able to pass a Level II Background screening.
- Must be able to learn and communicate effectively, orally and in writing, in English.
Nice To Haves
- Minimum of three (3) years previous Supervisory or Lead worker experience in any healthcare clerical or office setting.
Responsibilities
- Spends more than 50% of the time engaged in supervisory responsibilities including communicating with, motivating, training, and evaluating employees and planning and directing employees’ work.
- Has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action.
- Develop performance expectations; meet with staff regularly to discuss performance; complete performance reviews; maintain vacation and work schedules, ensuring proper coverage; and complete timesheets.
- Provide operational support to the Florida Department of Health Walton County Health Department/Walton Community Health Center, business office, nursing and medical services.
- Supervise the call-center/medical services clerical support staff located at the Santa Rosa facility.
- Monitor services and processes related to billing, clinic flow, clinic scheduling, customer service and program/grant compliance.
- Ensure a professional, efficient, customer friendly reception office.
- Plan, assign, review, and coordinate efficient clinical/clerical operations of the Health Department including accurate and timely scheduling of appointments, client registration, eligibility determination, and client processing through clinic.
- Monitor collections of client fees by reception staff; train and motivate reception staff to collect fees.
- Ensure HIPAA and information Security Policy compliance within the front office operations.
- Provide training, staff development and evaluation of performance of team members.
- Assure compliance with DOH policies, federal grant and program requirements.
- Supervise client eligibility processes for the department’s core programs, federal grants, and special projects.
- Assist Operations and Management Consultant Manager, Senior Community Health Nursing Director, Medical Director and CHN Supervisors with administrative functions relating to operation of the clinic reception office.
- Route and prioritize correspondence as received through the reception office.
- Perform research for programs, grants, services etc. as requested.
- Stay abreast of programmatic requirements and monitor compliance for Presumptive Eligibility for Pregnant Women, Family Planning Waiver, Medicaid and Financial Eligibility Determination for clinic services.
- Stay abreast of Accounts Receivable policies, Medicaid/Medicare/Third Party insurance verification processes/requirements, and HMS functions relating to clinic registration and service entry.
- Train staff and monitor schedule to ensure proper scheduling of appointments.
- Conduct quarterly Clinic Time Studies, compiling and presenting data to Quality Committee.
- Ensure adequate supply of forms and office supplies are maintained for clinic clerical support.
- Serve on the Clinic Management team.
- Actively participate in team building and supporting the mission, vision, core values, and goals of FDOH Walton.
- Participate with other teams as requested and/or desired such as Strategic Planning, Performance Management, and Special Projects etc. to support the organization.
- Attend staff/department meetings as scheduled.
- Complete time sheet and enter EAR data per DOH policies and procedures.
Benefits
- Annual and Sick Leave benefits
- Nine paid holidays and one Personal Holiday each year
- State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
- Retirement plan options, including employer contributions
- Flexible Spending Accounts
- Tuition waivers
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Education Level
No Education Listed
