Assistant Practice Manager at Miami Beach Urgent Care

Job Description

Job Description

Miami Beach Urgent Care is seeking a highly motivated, organized, and technically skilled Assistant Practice Manager to join our dynamic team in beautiful Miami Beach, Florida. Working under the direction of the Practice Manager and Medical Director, the Assistant Practice Manager will provide essential support and management to both the practice team and the patient population, ensuring the effective day-to-day running of our busy urgent care and primary care services.

Ideal Candidate Profile:
This is a unique, fast-paced role that blends clinical operations management with rigorous in-house technical administration. Candidates with significant IT backgrounds in both hardware and software administration will be a highly preferred fit for this role. At our practice, the management team heads our internal IT operations. The successful candidate will possess high-level technical aptitude and take on substantial responsibility for maintaining network infrastructure, clinical hardware, backend system security, and our Experity EHR platform, minimizing reliance on external technical support. Pay is negotiable depending upon experience in this specific field.

Core Purpose:
To work as part of the team under the direction of the Practice Manager in providing operational management, staff support, and advanced in-house IT administration to the practice team and the patient population.

Key Responsibilities:

• Management of ad-hoc building maintenance at our Miami Beach location.
• Health and safety compliance specific to Florida regulations.
• Managing daily staff issues, performance management, and appraisals for the administration team.
• Coordination of staff training and management of the staff leave process.
• Coordination of medical trainees (medical students, Physician Assistant students, student nurses, medical residents).
• Spearheading in-house IT operations, including hardware diagnostics, software deployment, and backend administration.
• Management of the appointment rota for all clinicians, utilizing the features of Experity.
• Practice data submissions and completion of monitoring reports, often generated through Experity.
• Liaising with patients, external colleagues, suppliers, and other businesses.

Key Tasks:

1. Building Maintenance:

• Identifying maintenance requirements at our Miami Beach facility.
• Sourcing appropriate rectification work from contractors, obtaining quotes where necessary.
• Ensuring routine servicing and planned maintenance is carried out safely to agreed timescales.
• Reporting major issues or expensive repairs to the Practice Business Manager for authorization.

2. Health & Safety Compliance:

• Carrying out regular health & safety checks (fire alarm tests, emergency evacuation drills, risk assessments, general safety checks, cleaning audits) in accordance with Florida state and local regulations.
• Liaising with external organizations for mandatory checks (fixed electrical testing, portable appliance testing, calibration and servicing of clinical equipment).
• Identifying and implementing corrective action related to Health & Safety compliance, including staff training.
• Ensuring compliance with all HIPAA regulations, including maintaining patient confidentiality, rigid data security protocols, and breach notification procedures.
• Ensuring compliance with all OSHA guidelines, including maintaining a safe working environment, implementing safety protocols, and providing appropriate safety training for staff.
• Conducting regular audits to ensure ongoing compliance with HIPAA and OSHA regulations.

3. Coordination of Medical Trainees:

• Planning suitable timetables for all medical trainees.
• Ensuring trainees are provisioned on the network, including secure access to Experity, and provided with the correct equipment.
• Planning and conducting induction activities, including workflow training on Experity.
• Scheduling practice-based tutorial sessions and assisting trainees with practice systems.
• Reporting trainee absences and liaising with training providers.

4. Personnel Issues:

• Managing daily staff issues, mentoring, and directing staff on Experity workflows.
• Conducting annual appraisals for the administration team.
• Authorizing, recording, and monitoring staff absence (holidays & sickness), including return-to-work interviews.
• Setting targets, monitoring performance, and identifying training needs.
• Contributing to recruitment activities.

5. Information Technology & System Administration (Heavy Emphasis):

• In-House Technical Leadership: Acting as the primary on-site IT administrator, identifying and resolving complex hardware, network, and software issues independently. Escalating to external vendors is considered a last resort.
• Hardware Diagnostics: Physically troubleshooting and maintaining clinical hardware, peripheral devices, and specialized diagnostic equipment on the local network.
• Backend Administration & Security: Managing administrative environments (such as Microsoft 365 Admin Center or Azure AD, cPanel & WHM, Directus, Slack) executing tenant-wide security configurations, managing sensitivity labels, and establishing advanced encryption protocols to maintain strict data integrity.
• EHR Management: Setting up, administering, and optimizing the Experity EHR system. This includes user provisioning, role-based access control, workflow optimization, and managing the appointment rota for all clinicians.
• Reporting: Submitting practice reports and data as required, utilizing advanced database and reporting features within Experity.

6. Patient Contact:

• Handling complex patient inquiries, resolving informal complaints, discussing suggestions, and acknowledging compliments.
• Acknowledging all formal complaints and ensuring timely responses.
• Liaising with external organizations regarding patient issues.

7. Miscellaneous:

• Liaising with external colleagues, suppliers, and other businesses.
• Providing cover for other staff, including the Practice Business Manager.
• Adhering to all practice policies and procedures (including financial procedures).
• Contributing to and promoting the practice's mission, vision, and values.

Opportunity for Advancement:
This role is designed as a development opportunity with a clear path to becoming a Practice Manager as the business grows. We are looking for a motivated individual with the ambition and drive to take on increased responsibility and contribute to the continued success of Miami Beach Urgent Care.

Benefits:
Immediate free early access to your pay through Homebase.

• After a 90-day probationary period, you become eligible for health, dental, vision & life benefits through Homebase x Stride.

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