Office Administrator

Office Administrator

We are seeking a highly organized and motivated individual to join our team as an Office Administrator for our busy gastroenterology office in Tampa, FL. The ideal candidate will oversee the administrative operations, ensuring efficient workflow, excellent patient care, effective communication, and a positive work environment.

Duties and Responsibilities:

• Practice Operations Management
  • Oversee daily administrative, clinical support, and billing operations for the care center.
  • Ensure consistent implementation of FDHS policies, procedures, and operational standards.
  • Monitor patient flow, scheduling efficiency, and overall office functionality to optimize provider productivity and patient satisfaction.
  • Provide on-site leadership and decision-making support.
• Staff Leadership and Development
  • Supervise, train, coach, and develop office staff, including front desk, clinical support, and administrative personnel.
  • Manage staff scheduling, time and attendance, and coverage plans.
  • Conduct performance evaluations, provide ongoing feedback, and address employee performance or conduct concerns in partnership with HR.
  • Provide coverage during staff absences as needed to ensure continuity of operations.
• Provider Collaboration
  • Collaborate closely with physicians, advanced practice providers, and corporate leadership to improve workflows and patient care delivery.
  • Serve as the primary administrative liaison between providers and corporate departments and third-party revenue cycle and credentialing companies.
• Patient Services
  • Oversee patient-facing functions including scheduling, prior authorizations, referrals, patient inquiries, and issue resolution.
  • Ensure high standards of customer service and positive patient experience.
  • Address patient complaints or concerns promptly and professionally.
• Financial & Reporting Oversight
  • Monitor and review key operational and financial reports, including: Accounts Receivable (A/R), visit and volume tracking, patient balance reports, daily charge and reconciliation reports.
  • Oversee accounts payable activities, including daily deposits, expense verification, and timely vendor payments.
  • Identify trends, risks, or opportunities for improvement and communicate findings to leadership.
• Compliance & Risk Management
  • Ensure compliance with all FDHS policies and applicable federal and state regulations, including HIPAA, OSHA, Medicare, and other healthcare regulations.
• Projects & Continuous Improvement
  • Assist with special projects, growth initiatives, and operational improvements aimed at increasing efficiency, quality, and patient satisfaction.
  • Support implementation of new processes, systems, or company-wide initiatives at the practice level.
• Other duties as assigned. Please note that the duties and responsibilities outlined in this job description are not exhaustive and may be subject to change at any time to meet the evolving needs of the company. In addition to the responsibilities listed above, employees may be required to perform additional tasks or duties as assigned by management.

Qualifications:

• Minimum 35 years of healthcare practice management or office administration experience, preferably in a multi-site environment.
• Bachelor's degree in Business Administration, Healthcare Administration, or a related field is preferred.
• Strong knowledge of medical office operations, billing workflows, and patient services.
• Proven experience supervising and developing staff.
• Strong organizational, leadership, and problem-solving skills.
• Strong understanding of revenue cycle workflows (front-end and back-end).
• Excellent interpersonal, verbal, and written communication skills.
• Ability to remain composed and professional in high-pressure or changing environments.
• Proficiency in Microsoft Office Suite.
• Proficient in electronic medical record (EMR) systems and practice management systems; ability to navigate and train others in EMR functionality.
• Experience managing external vendor relationships preferred.
• Background in change management or process improvement is a plus.

EEO Statement: It is the policy of Florida Digestive Health Specialists to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

When you join FDHS, you become part of a premier team striving to deliver unparalleled, personalized care while treating patients like family. And at FDHS, our patients are at the heart of everything we do. Join our team at FDHS and make a difference in the lives of our patients and employees alike!