Assistant Practice Manager

Miami Beach Urgent Care is seeking a highly motivated and organized Assistant Practice Manager to join our dynamic team in beautiful Miami Beach, Florida. Working under the direction of the Practice Manager and Medical Director, the Assistant Practice Manager will provide essential support and management to both the practice team and the patient population, ensuring the effective day-to-day running of our busy urgent care and primary care services offered within the same location. This is a fast-paced environment requiring excellent organizational and interpersonal skills. Pay is negotiable depending upon experience in this specific field.

Core Purpose: To work as part of the team under the direction of the Practice Manager in providing support and management to the practice team and the patient population.

Key Responsibilities:

The Assistant Practice Manager is responsible for the effective day-to-day running of the site and providing support to the Practice Manager and Medical Director. This includes: 

• Management of ad-hoc building maintenance at our Miami Beach location.
• Health and safety compliance specific to Florida regulations.
• Managing daily staff issues.
• Performance management and appraisals for the administration team.
• Coordination of staff training.
• Management of the staff leave process.
• Coordination of medical trainees (medical students, Physician Assistant students, student nurses, medical residents). 
• Dealing with IT issues, including our Experity EHR system.
• Management of the appointment rota for all clinicians, utilizing the features of Experity.
• Practice data submissions and completion of monitoring reports, often generated through Experity.
• Liaising with patients, including dealing with compliments, suggestions, and complaints.
• Liaising with external colleagues, suppliers, and other businesses. 

Key Tasks:

1. Building Maintenance:

• Identifying maintenance requirements at our Miami Beach facility.
• Sourcing appropriate rectification work from contractors, obtaining quotes where necessary.
• Ensuring routine servicing and planned maintenance is carried out safely to agreed timescales.
• Reporting major issues or expensive repairs to the Practice Business Manager for authorization.

2. Health & Safety Compliance:

• Carrying out regular health & safety checks (fire alarm tests, emergency evacuation drills, risk assessments, general safety checks, cleaning audits) in accordance with Florida state and local regulations.
• Liaising with external organizations for mandatory checks (fixed electrical testing, portable appliance testing, calibration and servicing of clinical equipment).
• Identifying and implementing corrective action related to Health & Safety compliance, including staff training.
• Ensuring compliance with all HIPAA (Health Insurance Portability and Accountability Act) regulations, including maintaining patient confidentiality, data security, and breach notification procedures.
• Ensuring compliance with all OSHA (Occupational Safety and Health Administration) guidelines, including maintaining a safe working environment, implementing safety protocols, and providing appropriate safety training for staff.
• Maintaining and updating all necessary documentation related to HIPAA and OSHA compliance.
• Conducting regular audits to ensure ongoing compliance with HIPAA and OSHA regulations.

3. Coordination of Medical Trainees:

• Planning suitable timetables for all medical trainees.
• Ensuring trainees are set up on the system, including access to Experity, and provided with the correct equipment.
• Planning and conducting induction activities, including training on Experity.
• Scheduling practice-based tutorial sessions.
• Assisting trainees with practice systems, audits, and patient feedback.
• Collecting and acting on feedback from trainees.
• Reporting trainee absences.
• Liaising with training providers.

4. Personnel Issues:

• Managing daily staff issues.
• Assisting, mentoring, training, and directing staff, including training on Experity workflows.
• Conducting annual appraisals for the administration team.
• Authorizing, recording, and monitoring staff absence (holidays & sickness), including return-to-work interviews.
• Setting targets and monitoring performance.
• Identifying training needs and arranging formal training.
• Contributing to recruitment activities.

5. Information Technology:

• Utilizing IT to a high standard, including document presentation.
• Troubleshooting IT issues and coordinating corrective action (liaising with IT providers).
• Setting up and administering users on all practice IT systems, including Experity.
• Maintaining detailed knowledge of all practice IT systems, including Experity, and ensuring their optimal use.
• Managing the appointment rota for all clinicians within Experity.
• Submitting practice reports and data as required, often utilizing reporting features within Experity.

6. Patient Contact:

• Handling complex patient inquiries, resolving informal complaints, discussing suggestions, and acknowledging compliments (face-to-face and by telephone).
• Acknowledging all formal complaints and ensuring timely responses by the appropriate person.
• Liaising with external organizations regarding patient issues.

7. Miscellaneous:

• Liaising with external colleagues, suppliers, and other businesses.
• Providing cover for other staff, including the Practice Business Manager, and for staff at other sites, if applicable.
• Adhering to all practice policies and procedures (including financial procedures).
• Contributing to and promoting the practice's mission, vision, and values.
• Performing other duties consistent with the responsibilities of the post as it develops.

Opportunity for Advancement:

This role is designed as a development opportunity with a clear path to becoming a Practice Manager as the business grows. We are looking for a motivated individual with the ambition and drive to take on increased responsibility and contribute to the continued success of Miami Beach Urgent Care.

Benefits:

• Immediate free early access to your pay through Homebase.
• After a 90-day probationary period, you become eligible for dental, vision, and short-term disability benefits through Aflac.