State of Florida · 2 days ago
OFFICE OPERATIONS MANAGER II - SES - 64001837
Immokalee, FL
Full-time
Onsite
Mid, Senior Level
$48K/yr - $51K/yr
4+ years expThe Florida Department of Health is seeking an Office Operations Manager II to oversee Health Information Management and front-desk operations at their Immokalee satellite office. The role involves supervising staff, ensuring compliance with medical records regulations, and improving operational efficiency and service delivery.
Government Administration
No H1B
Responsibilities
Supervise, coach, mentor and evaluate front-desk staff; recruit, hire and discipline as needed
Conduct regular staff meetings, set work schedules, and ensure adequate coverage during absences and high-volume periods
Promote a unified “One Health Department” culture across Immokalee and Naples sites
Oversee front desk operations to ensure professional, courteous and efficient client services
Coordinate scheduling and staffing to maintain continuous high-quality reception services
Generates and analyzes monthly HMS (Health Management System) reports to perform quality assurance reviews
Serve as HIM custodian for Immokalee site; ensure accurate maintenance of physical and electronic records
Develop, document, and standardize HIM workflows and Internal Operating Procedures for records and front-desk functions; perform annual reviews
Ensure confidentiality and legal release of records in accordance with DOH rules and HIPAA
Respond to subpoenas, track all releases and legal correspondence and manage access controls
Oversee billing data entry, insurance verification, prior authorizations for Medicaid Managed Care, FMMIS eligibility checks and HMS services
Monitor claims processing, conducts audits, and coordinate with the billing hub to resolve discrepancies
Generate and analyze monthly HMS reports for QA; Identify trends and implement corrective training
Develop performance metrics, lead QI projects and integrate data-driven improvements into daily operations
Develops Internal Operating Procedure (IOP) for medical records and performs annual reviews
Monitors and evaluates billing hub performance metrics to ensure accuracy, timeliness, and compliance with standards
Collaborates to develop and implement strategies that improve operational efficiency and service delivery
Responsible for opening, closing and securing building
Oversee mail logging and distribution; review mail IOP annually
Coordinate vehicle mileage tracking, maintenance and monthly reconciliation with Accounts Payable
Scan and forward Stericycle receipts to Accounts Payable and manage copy machine supplies and maintenance
Submit facilities work order requests including updates to safe combinations and door codes
Assists with key reconciliation
Maintain a clean, organized and welcoming lobby; perform routine walk-throughs
Assist General Services Specialist with custodial performance oversite and inspections
Assist Safety officer with safety and security site issues
Perform additional tasks as assigned to support clinic operations and agency priorities
Attends divisional staff meetings, billing hub performance meetings and performance management council meetings
Other duties as assigned
Qualification
Required
Currently employed for the Florida Department of Health
Valid Driver's license and reliable transportation
Incumbent will have access to records containing social security numbers in the performance of job duties in accordance with DOHP-50-19-15
Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural
Medical records procedures and standards
HIPAA and privacy rules
automated HIM systems and basic medical billing
Statutes related to records and confidentiality
Quality improvement methods
HMS functionality
Procedure writing
MS Word, Outlook, Excel, PowerPoint
Data collection and analysis
Performance metric development
Training design and delivery
Strong written and verbal communication
Emotional intelligence and change management
Fostering a healthy work environment
Work independently
Manage a medical records operation
Plan and coordinate assignments
Mentor and supervise staff
Develop measurable goals and timelines
Monitor program finances and procure supplies
Enforce legal and ethical compliance
Engage staff in continuous improvement
Preferred
Four or more years of experience in medical records/health information
Experience using Health Management System (HMS)
Experience with information security and privacy compliance
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
And more!
Company
State of Florida
The State of Florida is an online telephone and email directory for state government agencies and employees in Florida.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Richard Herstein, MD, MHA, MBA
Chief Hospital Administrator (CEO) and Chief Medical Officer (CMO)
Jimmy Patronis
Chief Financial Officer
Recent News
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