What are the responsibilities and job description for the Office Administrator position at Florida Digestive Health Specialists LLP?
Location: Tampa, Florida - with satellite offices in Trinity, FL & Lutz, FL
Our Culture: Inspire hope. Build your legacy. Build a rewarding career with Florida Digestive Health Specialists (FDHS), Florida's largest physician-owned gastroenterology practice. Since 2011, we've been dedicated to delivering exceptional digestive healthcare through compassionate patient care, clinical excellence, and advanced research. With more than 30 locations statewide and many physicians recognized as Castle Connolly Top Doctors, you'll join a collaborative team known for excellence, where your contributions are valued, your professional growth is supported, and your work makes a meaningful impact. Come grow with us and help shape the future of digestive healthcare.
As we continue to grow, we are seeking a skilled Office Administrator to join our team and support our mission.
Description: The Office Administrator is responsible for overseeing the administrative, clinical support, and business operations of the care center. The Office Administrator serves as the on-site operational leader, ensuring efficient workflows, regulatory compliance, strong staff performance, and an exceptional patient experience.
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.
- Serve as a working, hands-on leader within the care center. The Office Administrator is expected to actively assist with front desk, scheduling, patient services, clinical support, and other office functions when staffing levels require additional support.
- Provide direct coverage during staff shortages, absences, high-volume periods, or other operational needs to ensure continuity of patient care and efficient office operations.
- Lead by example by maintaining a strong customer-service focus and demonstrating the operational standards expected of all team members.
- 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.
- Step into patient-facing and administrative functions as needed when the office is short-handed, including assisting with phones, check-in/check-out, scheduling, referrals, authorizations, and other duties necessary to maintain efficient patient flow.
- 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.
- Monitor and review key operational and financial reports, including:
- 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.
This is a working Office Administrator position. The successful candidate must be willing and able to work alongside the team and provide hands-on coverage when the office is short-staffed or experiencing increased patient volume. The Office Administrator is expected to balance leadership and administrative responsibilities with direct operational support to ensure the care center continues to provide an exceptional patient experience.
Qualifications:
- Minimum 3–5 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!