Business Office Manager

Company Description

Borland Groover is one of Florida’s leading gastroenterology providers. Founded in 1947, our mission is to provide exceptional care and improve the lives of our patients. We value ourselves on delivering quality care (quality), doing the right thing (accountability), caring for our patients (compassion), and taking care of our employees (collaboration). If you love the vision of Borland Groover, and find your values aligning with ours, apply to join our team!

Position Summary

The Business Office Manager is a key administrative role responsible for overseeing and coordinating the day-to-day operations of the office, ensuring its efficient functioning, and providing essential support to senior management and staff. This position plays a pivotal role in maintaining a productive and organized work environment while facilitating effective communication and compliance with company policies and procedures.

Essential Job Functions

• Office Operations Management:
• Develop, implement, and enforce office policies and procedures.
• Maintain an organized and efficient office environment.
• Ensure the availability of necessary office supplies and equipment.
• Oversee the scheduling and coordination of the Endoscopy schedule to provide maximum utilization for the center/providers.
• Administrative Support:
• Provide high-level administrative support to ASC Administrator and staff.
• Handle phone calls, emails, and correspondence efficiently and professionally.
• Prepare and edit documents, reports, and presentations as needed.
• Staff Supervision and Development:
• Recruit, train, and supervise administrative support staff.
• Conduct performance evaluations, provide feedback, and support staff development.
• Ensure that staff adhere to company policies and procedures.
• Manage employee timecards through the timekeeping system.
• Financial Oversight:
• Manage the office budget and expenses, including recording and paying invoices.
• Monitor and report on financial matters to the ASC Administrator.
• Maintained accurate financial records, performed month-end reconciliation, and provided reports to an accountant.
• Communication and Coordination:
• Act as a central point of contact and liaison between different departments.
• Facilitate effective communication between staff members, departments, and management.
• Record Keeping and Documentation:
• Organize, maintain, and secure important records and documents.
• Ensure compliance with record-keeping requirements and data protection regulations.
• Safeguard sensitive and confidential information.
• Facility and Vendor Management:
• Oversee the maintenance, cleanliness, and safety of office facilities.
• Manage relationships with office vendors and service providers.
• Procure and maintain office equipment and supplies.
• Legal and Regulatory Compliance:
• Stay informed about relevant laws, regulations, and compliance requirements.
• Ensure the organization's adherence to legal and regulatory standards.
• Manage documentation related to compliance efforts.
  

Additional Responsibilities

• Develop and update office policies and procedures to reflect changes in regulations or organizational needs. Communicate policy changes to staff and ensure compliance.
• Be able to perform all Medical Office Specialists duties and fill in where needed.
• Ensure a safe and secure environment for the patients and staff.
• Performs other related duties as assigned
  
  
  

COMPETENCIES

• Communication - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.
• Conflict Management - Helps others through emotional or tense situations tactfully by defining solutions that all involved parties can endorse.
• Planning and Organization - Integrates change smoothly. Plans for additional resources.Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner. 
• Problem Solving - The ability to come up with an effective solution to an issue by thinking quickly and coming up with the most reasonable solution.
• Analytical and Critical Thinking - Develop alternative solutions. Gathers and analyzes.information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem-solving situations.  
• Customer Service - The ability to meet or exceed customer service needs and expectations and provide excellent service in a direct or indirect manner. Ability to effectively transmit and interpret information through appropriate communication with internal and external customers. 
• Leadership - The ability to inspire and guide individuals and groups towards a meaningful vision of excellence, and to bring out the best in others.
• People Management - Provides clear expectations. Reviews progress. Provides feedback and guidance, while holding people accountable.
  
  
  

General Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to communicate effectively with providers, staff, and patients both verbally and in
• writing.
• Knowledge of general operating practices of the clinic.
• Ability to obtain information accurately.
• Able to prioritize workload to optimize efficiency and meet deadlines. 
• Ability to work with, handle, and improve people’s emotions and attitudes.
• Must be able to function in a fast-paced and possible stressful environment. 
• Maintain a professional and upbeat attitude. 
• Accurate Data Entry skills. 
• Ability to accurately handle cash. 
• Maintain Proper phone etiquette.
• Microsoft Office, EMR, and other medical software experience preferred. 
• Ability to communicate in English. 
  
  
  

Educations And Experience

• High School diploma/equivalency required.
• Bachelor’s degree in healthcare administration, Business Administration, or related field preferred or experience in equivalent position accepted.
• A minimum of one (1) year of administrative/supervisory experience, including working with patients in either a hospital or office setting, is required.
• Must possess BLS certification or have the ability to obtain certification within 90 days
• Previous GI experience preferred.
  
  
  

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands

• Sitting: Prolonged periods of sitting at a desk and working on a computer: essential
• Moderate lifting (15-20 lbs.): essential
• Walking: Must be able to access and navigate each department at the organization’s facilities: essential
• Pushing/Pulling: marginal
• Standing: essential
• Repetitive motion: marginal
• Reaching: marginal
• Bending: marginal
  
  
  

Emotional Demands

• Fast pace: essential
• Multiple Stimuli: essential
• Intense customer interaction: essential
• Frequent change: essential
  
  
  

Mental/Sensory Demands

• Memory: essential
• Reasoning: essential
• Hearing: essential
• Reading: essential
• Analyzing: essential
• Logic: essential
• Verbal communication: essential
• Written communication: essential
  
  
  

Benefits (full-time Only)

• Health Insurance
• Dental Insurance
• Vision Insurance
• 401K Retirement Plan
• Life Insurance
• Short- and Long-term disability
• Profit Sharing
• Supplemental Insurance
• Education and Tuition Reimbursement funding
• Initial Uniform Allowance
• Employee Assistance Program (EAP)
• Paid Time Off (PTO)
• Volunteer Time Off (VTO)
• Paid Holidays
  
  
  

IMPORTANT NOTE

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhausted list of duties, responsibilities, and skills. Borland Groover is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We thank all applicants for their interest, however only those selected for an interview will be contacted.