Office Manager at Heed Health

Tampa, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Sep, 26

Salary

58000.0

Posted On

23 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Operational Management, Budgeting, KPI Tracking, Vendor Management, Payroll Administration, Human Resources, HIPAA Compliance, OSHA Compliance, Inventory Management, Financial Reporting, Staff Scheduling, Practice Management Software

Industry

Description

Description Company Summary Forge Specialty Partners (Forge) is the parent company of Orta Oral Surgery (OOS). Dr. Robert Orta is the owner-clinician of OOS and is responsible for clinical and operational activities of the practice with support from the Forge platform. Dr. Daili Pomar is an associate board-certified oral and maxillofacial surgeon working in the same location. Forge Specialty Partners Forge Specialty Partners is a DSO that understands the pressures and responsibilities of running a successful specialty dental practice because it is what we do every day. The platform is designed to execute a flexible, tailored approach to the affiliation process by offering a la carte operational support that respects the owner-clinician desire to maintain a legacy without the continued demands of running a business as a sole proprietor. Without sacrificing autonomy, the Forge platform capitalizes on economies of scale led and directed by owners who understand the reality of exceptional patient care, delivered daily, at the lowest possible cost to the business. The a la carte support structure allows owner-clinicians to identify areas of opportunity within their own business and markets at a time that is right for them, resulting in improved agility to respond to changes in the patient population, dental industry, and economic or political environment. Orta Oral Surgery Orta Oral Surgery was founded by Dr. Antonio Castro in 1965. In 2001, Dr. Castro transferred ownership of the practice to Dr. Orta while continuing his work in the practice until 2009. Under Dr. Orta’s leadership, the practice has expanded to become a premier provider of oral and maxillofacial surgery services in the greater Tampa Bay region. Joining the practice in 2025 is Dr. Daili Pomar, who will bring with her an expanded scope of service to include dental implant procedures, further broadening access to oral and maxillofacial surgery care in the region. The mission has remained unchanged since 1965: deliver the highest quality of oral and maxillofacial surgery care in a welcoming and compassionate environment. The top priority is patient comfort. Requirements Position Summary The Office Manager oversees all daily practice operations, including but not limited to those outlined below. This position is full-time with working hours between 7:30am to 4:30pm EST/EDT Monday through Thursday, and 7:30am to 1:30pm EST/EDT Friday. Compensation is salaried starting at $58,000.00, with individual compensation offers commensurate with experience and seniority. The position requires full-time, in-office attendance at 801 West Dr. Martin Luther King Jr. Boulevard, Suite 2, Tampa, Florida 33603, with the potential for remote work when the office is closed to patient clinic services. Position Responsibilities The primary responsibilities of this position are to execute the daily requirements of the practice operating plan and targeted goals as determined by the managing surgeon(s) of OOS and Forge Specialty Partners. In addition to the responsibilities outlined below, this position is more broadly considered the liaison between OOS and Forge Specialty Partners. This position will be responsible for the following: Develop annual operational goals and budgets in conjunction with Forge Specialty Partners team and Dr. Orta Analyze and monitor operational performance, working with members of the Forge Specialty Partners team and Dr. Orta, to track referral trends in departmental KPIs like New Patient Volume, Average Appointment Value, Chairtime Utilization, Collections Rate, Patient A/R, etc. Maintain oversight over all operational-related expenditures company-wide through proper line-item accounting and in working with the Controller to ensure KPIs are within acceptable limits, e.g. clinical supplies, office supplies, equipment repair, and replacement Manage vendor contracts related to administrative or clinical operations, especially those associated with maintaining legal compliance, e.g. PHI shredding, sharps disposal Review all ordering and inventory management for both administrative and clinical departments to ensure best pricing, inventory maximization, appropriate use, and budget alignment Ensure daily monies collected are balanced and posted properly to align with charges in PMS and deposits in practice bank account(s) via an EOD process, including ensuring that any cash, checks, or money orders are deposited in a timely manner, and that the cashbox(es) are properly maintained on a daily basis with daily SOD and EOD counts recorded Oversee the execution of patient care in accordance with practice SOPs, state and/or federal regulations, and direction from the surgeon(s) Oversee the use of the PMS by all team members to ensure that department standards and appropriate use are upheld and that all department team members demonstrate competent use of the PMS Oversee all hiring, training, and termination for administrative and clinical team members, with support for clinical team management from the Clinical Manager Manage bi-weekly payroll submission via Paylocity for hourly team members, including review of any expenses submitted, e.g. mileage, petty cash reimbursements, as detailed in the Employee Handbook Manage scheduling for all team members, including call-outs, PTO approvals, sick leave, and FMLA requests Manage HR concerns with support from Dr. Orta and/or Forge Specialty Partners’ Director of Human Resources, as needed Act as HIPAA and OSHA Compliance leader, ensuring legally required team training is completed; may extend to ensuring ACLS/BLS/PALS training is completed by the appropriate clinical team members per state licensing requirements if the Clinical Manager position is vacant Act as the first point of contact to coordinate IT issue resolution, equipment or facility repair, regular building and property maintenance, etc. Attend all practice-wide and parent-company-level meetings as scheduled by Dr. Orta or the Forge Specialty Partners team Keep current with oral surgery industry best practices and standards, and adapt existing workflows and strategies to stay relevant Seek out new and/or more effective software to improve the quality of output and/or output volume from the practice

Responsibilities

The Office Manager oversees all daily practice operations and serves as the primary liaison between Orta Oral Surgery and Forge Specialty Partners. Key duties include managing budgets, tracking operational KPIs, overseeing HR functions, and ensuring legal compliance with HIPAA and OSHA.