University of Florida Jacksonville Healthcare, Inc.

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Office Manager II

at University of Florida Jacksonville Healthcare, Inc.

Posted: 6/12/2019
Job Status: Full Time
Job Reference #: 4197
Keywords: operations

Job Description

Scope of the Job

In consultation with the Medical Director and under the supervision of the Ambulatory Administrator or Operations Manager, the Office Manager directs, supervises, and coordinates all the administrative activities of the departmental practice or satellite practice. Ensures the practice maintains the level of service and effectiveness expected by the patients, providers, and Administration. Responsible for the management of personnel, supplies, equipment, accounts payable and receivable. Within the established guidelines set forth by the University of Florida Jacksonville Healthcare Inc. and under the direction of the appropriate Administrator or Manager, ensures adherence to all policies, procedures, and regulatory requirements.  Provides exemplary customer service and ensures that a high level of customer service is provided by all office/department staff.


Essential Functions

1. Maintains patient privacy.

2. Oversees the day-to-day operations of the practice, with guidance from the Ambulatory Administrator.

3. Provides supervision for the non-provider staff, to include organizing work assignments, counseling, problem solving, scheduling, productivity monitoring, evaluating performance, implementing performance improvement projects, and maintaining payroll functions.

4. Performs management duties to include participating in the hiring process, monitoring staff qualifications, staff orientation, and staff training.

5. Routinely conducts staff meetings to discuss operations, staff issues and customer satisfaction; reviews new policies and procedures; and shares general information.

6. Ensures compliance with organizational policies and procedures, state and federal regulatory requirements including OSHA, Infection Control, CLIA, HIPAA, UF Disclosure Tracking System, and general safety.

7. Provides oversight of fiscal policies and procedures to include billing compliance, fiscal goals, cash handling functions, coding and encounter form processing.

8. Resolves medical-administrative problems and patient complaints. Maintains excellent lines of communication between the staff and providers to ensure high employee morale and a professional atmosphere.

9. Implements and maintains Quality Improvement programs, proactively implements approved action plans to resolve problem areas, actively participates in goal setting for the practice and coordinates the efforts to meet the goals.

10.Safeguards confidential information concerning both staff and patients.

11.Maintains appropriate records, required documentation, and employee files, including physician credentials and licensure documentation.

12.Ability to assist with all clinical support functions including, but not limited to registration, scheduling, insurance coordination of benefits, managed care and collections.

13.Promotes a positive work environment for staff and patients.

Secondary Functions

1. Adhere to all regulatory requirements such as JCAHO, CLIA, HIPAA, etc.

2. Participates in required meetings

3. Participates in the development of the practice budgets and reviews the monthly financial statements to the extent allowed by the Medical Director/Associate Chairman.

Additional Duties & Requirements for Clinically Certified Incumbents

Medical Assistant Duties: Must be Graduate from approved Medical Assistant program.  Graduation from EMT or military Emergency Medical Technician school may be substituted.  Certification by the American Association of Medical Assistants or as a Registered Medical Assistant by the American Society of Medical Technologists required and actively maintained.  Certified EMT may be substituted for the Medical Assistant certification. 

LPN Duties: Current Florida LPN licensure



Must be able to perform under stress when confronted with emergency, critical, or unusual situations.  Must be capable of dealing with periodic cyclical workload pressures and levels of responsibility.  Required to make independent judgments without supervision.  Must be able to make generalizations, evaluations, or decisions based on sensory or judgmental criteria.  Must have the adaptability to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure.  Requires the ability to work with people beyond giving and receiving instructions.


1. Working knowledge of patient billing including CPT4 and ICD9 coding, medical terminology and various payer classes. 

2. Working knowledge of HMOs, Medicare, Medicaid, PPO and third party payors. 

3. Ability to perform basic mathematical functions, such as addition, subtraction, multiplication and division. 

4. Working knowledge of computers and computer software such as MS Word, Excel, and Outlook. 

5. Must possess excellent verbal and written English skills.


One to three years of operational experience in an ambulatory practice setting in the same or similar specialty required.  Knowledge of the policies and procedures of a medical practice sufficient to direct the operation and to provide effective patient care.

Education & Certifications

Valid Driver’s license and insurance.  Maintains current BLS certification. High School diploma, GED or equivalent required. Associate or Bachelor’s degree in Healthcare Administration, Business or a related field preferred.  

UFJPI is an Equal Opportunity Institution