OFFICE OPERATIONS MANAGER II - SES - 64054033 - ANTICIPATED VACANCY

State of Florida • Gainesville, FL

1d • Onsite

About The Position

This position spends most of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees’ work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensure proper coverage, and complete timesheets.
Supervises the front desk, Medical Records, Medical Records Release, Switchboard, Qflow/Patient Routing System, and Appointment desk. Supervise the Records Management Analyst-SES who manages Alachua and Southwest Clinics. Supervises work of subordinates and orients them to general policies, program and procedures.  Advises staff on problems arising in the work setting.  Ensures appropriate procedures are followed.  Communicates with employees both individually and in staff meetings.  Motivates employees to improve the quality and quantity of work performed.  Directs the workloads of employees to ensure maximum use of time and resources. Ensures updates are made to ACHD Internet, including forms and verbiage.

Analyzes current procedures, identifies organization difficulties which hinder clinic flow. Apprises supervisor of trends and develops procedural changes to correct identified difficulties. Implements said changes upon approval of the SPHSM. Tracks department productivity and errors. Maintains reporting on error trends identified for training purposes. Provides corrective training on error trends identified. Creates and maintains front desk procedures and protocols, updates as required and ensures adherence.
Responsible for building and maintaining clinic schedules in QFLOW/Patient Routing System and HMS. Responsible for managing QFLOW/Patient Routing System for Alachua and SW front desk and Main Site clinic including adding/deleting employees, creating calendars, updating routes and clinics, resetting IDs and all other duties associated with the QFLOW/Patient Routing System operation.
Receives and acts upon Alachua Cares enrollees by updating the client in the designated spreadsheet, faxing the applications to the county, following up on approvals and denials, and assigning staff to update HMS with the correct status if client is approved.  Backs up the PEPW program for ACHD, ensuring staff is trained in eligibility and monitoring error trends.
Serves as a Level 4 Budget Manager to include the preparation and monitoring of annual budget for assigned program area. This will require reviewing and monitoring of OCA budgets and EAR completion in an accurate and timely manner by the incumbent and all employees under their direct supervision. Must possess the necessary knowledge, skills, and abilities to be able to meet the core competencies regarding budget responsibilities and the computer skills to navigate the budget.  Review assigned program budgets and OCA balances monthly and at a minimum meet with the CHD Business Office quarterly to make any necessary budget adjustments. 
Maintains security and confidentiality of client medical records while in custody of medical records staff. Acts as Record Custodian for the Alachua County Health Department.
Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public records, which is stored in hard copy or electronic formats.   SSN view/edit access granted to perform duties.

Requirements

• Word, Excel, HMS, FLMMIS, FLSHOTS, AVAILITY, CHANGE, WAGES, QFLOW/Routing System, 3rd party insurance websites.
• Strong customer service skills, ability to work with the public.
• Knowledge of Medical Release and electronic health records.
• Communicates effectively in written, oral, and electronic formats
• Ability to identify and analyze problems and develop plans or procedures to correct these problems
• Knows how to find essential information and identify resources
• Uses logic and analysis to identify the strengths and weaknesses of different approaches.
• 5 years of supervisory / program management experience
• 5 years of Department of Health experience
• Experience understanding and verifying Florida Medicaid, Medicare, or third-party insurance coverage through FLMMIS, Availity or other electronic methods.
• Experience creating records, updating demographics, pulling reports, and scheduling appointments through HMS.
• Experience creating records and updating demographics in Florida Shots.

Nice To Haves

• Ability to create, change, update, or delete schedules in HMS.
• Familiarity registering/disabling users, creating, changing, updating, or deleting schedules, and managing reporting in QFLOW or another routing system.
• Proficient in training individuals, small, and large groups
• Speak professionally in public settings.
• Bilingual

Responsibilities

• Communicating with, motivating, training, and evaluating employees in addition to planning and directing employees’ work.
• Supervises the front desk, Medical Records, Medical Records Release, Switchboard, Qflow/Patient Routing System, and Appointment desk.
• Supervise the Records Management Analyst-SES who manages Alachua and Southwest Clinics.
• Supervises work of subordinates and orients them to general policies, program and procedures.
• Advises staff on problems arising in the work setting.
• Ensures appropriate procedures are followed.
• Communicates with employees both individually and in staff meetings.
• Motivates employees to improve the quality and quantity of work performed.
• Directs the workloads of employees to ensure maximum use of time and resources.
• Ensures updates are made to ACHD Internet, including forms and verbiage.
• Analyzes current procedures, identifies organization difficulties which hinder clinic flow.
• Apprises supervisor of trends and develops procedural changes to correct identified difficulties.
• Implements said changes upon approval of the SPHSM.
• Tracks department productivity and errors.
• Maintains reporting on error trends identified for training purposes.
• Provides corrective training on error trends identified.
• Creates and maintains front desk procedures and protocols, updates as required and ensures adherence.
• Responsible for building and maintaining clinic schedules in QFLOW/Patient Routing System and HMS.
• Responsible for managing QFLOW/Patient Routing System for Alachua and SW front desk and Main Site clinic including adding/deleting employees, creating calendars, updating routes and clinics, resetting IDs and all other duties associated with the QFLOW/Patient Routing System operation.
• Receives and acts upon Alachua Cares enrollees by updating the client in the designated spreadsheet, faxing the applications to the county, following up on approvals and denials, and assigning staff to update HMS with the correct status if client is approved.
• Backs up the PEPW program for ACHD, ensuring staff is trained in eligibility and monitoring error trends.
• Serves as a Level 4 Budget Manager to include the preparation and monitoring of annual budget for assigned program area.
• Maintains security and confidentiality of client medical records while in custody of medical records staff.
• Acts as Record Custodian for the Alachua County Health Department.
• Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public records, which is stored in hard copy or electronic formats.

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;

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed