Operations Manager

Job Title: Practice Administrator – Concierge Medicine

Overtime Status: X Exempt ☐ Non-exempt

Company Description: We are a world-renowned medical practice focused on preventive care. We are a fast-paced concierge practice that provides cutting edge innovative healthcare services to our VIP clientele. Our clients expect exceptional service and we are always looking to not only meet but exceed their expectations at every turn.

Each team member that we welcome on board is expected to hold themselves to the highest standards in patient care, professionalism and customer service.

Job Summary:

*You must submit a cover letter and resume with education and experience to be considered for this position.

Leading concierge, preventive medicine organization is actively seeking an Director and Manager of Operations to manage daily operations and help build and implement a long term strategy with management for a growing practice. We are looking for a polished and flexible professional to provide leadership and growth to our exceptional team. We manage programs and care for VIP entertainment, sports, music and prominent business figures.

The successful candidate will be responsible for all operations to include: overseeing the day to day operations while providing world class service and achieving profitable results through proper and effective management of sales staff, clinical staff, admin staff, support staff, operational functions and ensuring customer satisfaction.

The Manager will bring a customer-centric mindset to this VIP concierge facility, directly overseeing the facility and its staff. This is a hands-on, autonomous, all-inclusive role that will allow you to apply your strategic and tactical capabilities in order to provide world class customer service and care to our clientele. Requires deep knowledge of all aspects of a clinic, VIP customer service, VIP clientele, admin documentation, processes, payroll, inventory, sales, employee supervision and team building. Additionally, the you will be expected to establish rapport with all direct report employees, suppliers and partners to promote a "team" environment.

Primary Job Responsibilities:

In this role, you will. . .

· Directly oversee the day-to-day operations to ensure: exceptional, effective and efficient client care, administration, documentation, purchasing, financial management, marketing, inventory and providing outstanding customer service.

· Audit and create a best systems practice with management for all communication, collaboration tools, and general guidelines and protocols for staff that best serve the client

· Directly oversee the practice operations to include: daily client care, schedules, finances, physician/support team management, documentation and clinical procedures.

· Directly oversee employees including: all HR functions, employee relations, mentoring, motivating and training, succession plans, etc.

· Develop and implement policies & procedures concerning staff and management practices (conducting performance conferences, disciplinary action, terminations, maintaining incident files, etc.)

· Ensure employees adhere to all policies and procedures, operating practices and/or mandated regulations and laws

· Customer Service; actively seek out ways that the customer can be better served including training of staff as needed

· Provide leadership and vision to the organization through "management by example"

· Oversee and ensure high safety standards at all times

· Perform all clinical and office functions for coverage, overflow and training: include patient care, follow up, admin, front office, back office, etc.

· Direct production activities to insure safety and compliance with quality control standards, and regulatory compliance

· Oversee and/or ensure good housekeeping at site at all times

· Ensure customer and vendor file integrity (documents, analytical information where required, communication notations, etc.).

· Establishes/implements goals, objectives, policies, procedures and systems for all operational areas of the clinic.

· Manages employee licenses, certifications, insurance and CME records.

· Maintains company records.

· Ensures proper vendor setup and management.

· Resolves administrative and operational problems including the maintenance of clinic property, computer systems and installed software applications.

· Manages staff compliance training, portals and vendors used for training, and record keeping.

· Manages review management to drive business.

· Manages business licenses, certifications, registrations.

· Manages business insurance and claims management.

Experience: Minimum five years executive-level experience including four years of experience in the administration of a health care organization, preferably a concierge or plastic surgery or luxury dermatology organization.

The successful candidate would be helpful to have

· A minimum of five years of progressive management experience

· Start-up experience or experience in a growing organization.

· Recent experience directly overseeing the complete operation including business management, inventory management, purchasing, marketing, planning and financial oversight in a retail/service setting

· A minimum of five years of experience managing 20 staff, including hiring, supervision, evaluation and benefits administration

· Strong HR and employee relations skills with ability to elicit performance from a team

· Recent experience operating in a small-medium, privately held company

· Demonstrated behavior that supports the mission, vision and values of our company

· Proven leadership that promotes organizational focus by establishing goals and supporting new concepts

· Knowledge of principles and practices of health care planning and management sufficient to manage, direct, and coordinate the operation of a health care organization.

· Knowledge of the purposes, organization, and policies of the health systems sufficient to interact with other health care providers securely and effectively.

· Knowledge of practice management computer systems and applications.

· Knowledge of the policies and procedures of a clinic sufficient to direct its operations and to provide effective patient care.

· Knowledge of government and reimbursement regulations and requirements.

· General knowledge of accounting practices and procedures.

· Proven skills in business and financial management; demonstrated ability to work with financials, billing, collections including budgets and P&L reports

· Excellent, proven interpersonal, verbal and written communications skills

· Effective problem - solving and mediation skills

· Proven ability to cope with conflict, stress and crisis situations

· High energy level, self-motivation and a desire to succeed

· Commitment to excellence, attention to detail and accountability

· A positive attitude and amazing ability to work with any personalities

Skills:

• Skill in exercising a high degree of initiative, judgment, discretion, and decision-making to achieve clinic objectives.
• Skill in planning, organizing, delegating and supervising.
• Skill in leading employees to accomplish all job objectives while inspiring confidence and motivation.
• Skill in gathering and interpreting data, analyzing situations accurately, and taking effective action.
• Skill in establishing and maintaining effective working relationships with employees, policy-making bodies, vendors, patients, and the public.
• Skill in organizing work, making assignments, and achieving goals and objectives.
• Skill in exercising judgment and discretion in developing, applying, interpreting, and coordinating departmental policies and procedures.
• Skill in verbal and written communication.

Abilities:

• Ability to assume responsibility and exercise authority over assigned work functions.
• Ability to take initiative and to exercise independent judgment, decision-making and problem-solving expertise.
• Ability to establish and maintain quality control standards.
• Ability to foster teambuilding with all clinic staff.
• Ability to organize and integrate organizational priorities and deadlines.
• Ability to research and prepare reports or other correspondence as required.
• Ability to competently use Cloud based systems, Microsoft Office, including Word, PowerPoint, Excel, and appropriate practice management software.

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.

Work Environment: Concierge Medical/Wellness office, well lighted, well ventilated. Work may be stressful due to continual interaction with others and busy atmosphere of the practice.

Physical Requirements: Must possess the physical and mental abilities to perform the tasks normally associated with an Administrators including walking, bending, standing, reaching and sitting.

Benefits: Healthy benefits package, vision and dental, 401k, vacation, additional life and short-term disability insurance

You MUST submit a cover letter, resume and salary requirements to be considered for this position. Without a cover letter we will not review the resume or application to save your time and ours. Thank you.

Education

Bachelors or Masters Degree Preferred in Business Administration or HealthCare Administration

We are an Equal Opportunity Employer

Job Type: Full-time

Pay: $70,000.00 - $150,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Sarasota, FL 34239 (Required)

Ability to Relocate:

• Sarasota, FL 34239: Relocate before starting work (Required)

Work Location: In person

Salary : $70,000 - $150,000