Office Administrator

About the role

Located in Lakewood Ranch, Florida (with a satellite office in Parrish, FL), Florida Digestive Health Specialists (FDHS) is Florida's largest physician-owned gastroenterology practice. Since 2011, FDHS has 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, the practice offers a collaborative team known for excellence, where contributions are valued, professional growth is supported, and work makes a meaningful impact. As FDHS continues to grow, we are seeking a skilled Office Administrator to join our team and support our mission.

Responsibilities

• 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.
• 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.
• Provide coverage during staff absences as needed to ensure continuity of operations.
• 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.
• 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.
• 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.
• Ensure compliance with all FDHS policies and applicable federal and state regulations, including HIPAA, OSHA, Medicare, and other healthcare regulations.
• 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.

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.