Physician Office Manager

Halifax Health•Daytona Beach, FL

2d•Onsite

About The Position

The Office Manager, in conjunction with the Director of Physician Services and the Senior Pediatric Manager, develops long-range goals and strategic objectives for the Daytona Beach pediatric clinic, and implements the operational plans needed to achieve those goals. The OM directs the full range of administrative, operational, and fiscal activities for the offices, with a strong emphasis on delivering high-quality, family-centered pediatric care. This role oversees all clinical and business functions, including but not limited to: Front Office Operations – Oversight of scheduling, registration, referrals, medical records, call routing, and revenue cycle coordination, with an understanding of pediatric patient flow, age-specific scheduling needs (e.g., well visits, same-day sick visits), and payer requirements, including Medicaid and managed Medicaid plans. Clinical Support & Pediatric Care Coordination – Coordination of clinical staff and workflows to support pediatric providers in delivering evidence-based care, including well-child visits, developmental screenings, and immunization services. Ensures clinical teams are equipped and trained to support pediatric-specific protocols and patient/family education. Vaccine Program Management & Compliance – Oversight of vaccine inventory, storage, and administration processes in accordance with regulatory requirements and programs such as Vaccines for Children (VFC). Ensures compliance with immunization schedules, documentation standards, temperature monitoring, and audit readiness. Business and Facility Operations – Management of supplies, including pediatric-specific equipment and vaccines, coordination of equipment maintenance, inventory management, and facility oversight to maintain a safe and welcoming environment for children and families. Quality & Regulatory Compliance – Ensures adherence to quality programs including HEDIS, ACO, immunization benchmarks, and pediatric quality measures. Maintains compliance with federal and state regulations, including Medicaid program requirements and pediatric care standards. The OM serves as a liaison between the pediatric practices and other Halifax Health departments to ensure efficient workflows, alignment with organizational priorities, and continuous improvement initiatives. This role also supports the implementation and optimization of EPIC and other digital tools to meet evolving reporting requirements, including pediatric quality metrics and vaccination reporting. The OM is a key leader in fostering a high-performing, team-based environment that supports physician and provider engagement, staff development, patient and family satisfaction, and operational excellence within a pediatric care setting.

Requirements

Understanding of pediatric patient flow and age-specific scheduling needs.
Knowledge of payer requirements, including Medicaid and managed Medicaid plans.
Familiarity with pediatric-specific protocols and patient/family education.
Knowledge of regulatory requirements for vaccine inventory, storage, and administration (e.g., VFC program).
Understanding of quality programs including HEDIS, ACO, immunization benchmarks, and pediatric quality measures.
Familiarity with federal and state regulations, including Medicaid program requirements and pediatric care standards.
Experience with EPIC and other digital tools for reporting.
Experience in fostering physician and provider engagement.
Experience in staff development.
Experience in improving patient and family satisfaction.
Experience in operational excellence within a pediatric care setting.

Responsibilities

Develops long-range goals and strategic objectives for the Daytona Beach pediatric clinic.
Implements operational plans to achieve clinic goals.
Directs administrative, operational, and fiscal activities for the offices.
Oversees front office operations including scheduling, registration, referrals, medical records, call routing, and revenue cycle coordination.
Coordinates clinical staff and workflows to support pediatric providers.
Manages vaccine inventory, storage, and administration processes.
Ensures compliance with immunization schedules, documentation standards, and temperature monitoring.
Manages supplies, including pediatric-specific equipment and vaccines.
Coordinates equipment maintenance and inventory management.
Oversees facility operations to maintain a safe and welcoming environment.
Ensures adherence to quality programs like HEDIS, ACO, immunization benchmarks, and pediatric quality measures.
Maintains compliance with federal and state regulations, including Medicaid program requirements and pediatric care standards.
Serves as a liaison between pediatric practices and other Halifax Health departments.
Supports the implementation and optimization of EPIC and other digital tools.
Fosters a high-performing, team-based environment.