Office Supervisor Gulfcoast Eye Care - 2.7 Saint Petersburg, FL Job Details Full-time From $28 an hour 18 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Staff supervision Outpatient clinic experience Medical insurance coverage verification Team leadership Practice management software Patient management software Team scheduling Outpatient facility experience High school diploma or GED Driver's License Outpatient services management Full Job Description

JOB DESCRIPTION POSITION

Office Supervisor

DEPARTMENT

Operations / Clinic Administration

REPORTS TO

Director of Clinical Operations

LOCATIONS

Home office: St. Petersburg. Oversees St. Petersburg, Palm Harbor, and Pinellas Park clinics, with frequent travel between locations.

FLSA STATUS

Non-Exempt (Hourly)

JOB SUMMARY

The Office Supervisor is a true, all-inclusive, on-the-ground leader for Gulfcoast Eye Care's clinics. This person is fully immersed in the daily operations of the St. Petersburg, Palm Harbor, and Pinellas Park locations — keeping the offices running smoothly, the schedules full, the teams accountable, and the patient experience consistent across every site. This is a boots-on-the-ground role, not a desk-only one. The Office Supervisor is the first point of contact for anything that comes up at a clinic — a staff call-out, a broken machine, an AC or facility issue, a roof leak, a patient escalation — and takes ownership of resolving it or escalating it to the Director of Clinical Operations as appropriate. They operate as a systems leader who ensures the teams execute effectively while continuously improving processes, coverage, and outcomes across all three locations.

KEY PRIORITIES

Serve as the primary on-site point of contact and problem-solver for all three clinics. Keep every location adequately staffed and covered, resolving callouts and coverage gaps quickly. Ensure front office and operational SOPs are followed consistently across all sites. Protect the schedule and patient flow — full, optimized, and running on time. Hold teams accountable to performance standards and a strong patient experience. Escalate facility, equipment, staffing, and patient issues to the Director of Clinical Operations with the right urgency and information.

CORE RESPONSIBILITIES 1.

On-Site Operations & First Point of Contact Act as the first point of contact for any office or facility issue that arises at the Palm Harbor, Pinellas Park, or St. Petersburg locations — including staff callouts, broken or malfunctioning equipment, AC/HVAC problems, plumbing or roof leaks, power or internet outages, and other building or safety concerns.

Triage each issue:

resolve what can be handled directly, coordinate with vendors or building/facilities contacts, and escalate to Meghan (Director of Clinical Operations) when the issue requires her decision, budget approval, or awareness. Communicate proactively — keep leadership and affected staff informed on status, expected resolution time, and any impact on patient care or scheduling. Maintain a working knowledge of each location's layout, equipment, vendors, and key contacts so issues can be resolved quickly. Coordinate opening/closing readiness, cleanliness, and a safe, professional environment at each clinic. Track recurring issues and partner with leadership on longer-term fixes and preventive maintenance. 2. Multi-Site Coverage & Travel Maintain a regular presence across all three clinics, based primarily out of St. Petersburg with frequent travel to Palm Harbor and Pinellas Park. Build and manage staff schedules to ensure adequate front office coverage at every location, every day. Respond to callouts by rearranging coverage, filling gaps, or reporting to the affected site as needed. Prioritize time and travel based on where support, oversight, or problem-solving is most needed on a given day. 3. Team Leadership & Performance Management Lead, supervise, and support front office and support staff across all locations. Conduct regular team huddles to review priorities, schedule gaps, assignments, and expectations. Delegate tasks clearly and monitor completion throughout the day. Hold staff accountable to SOP adherence, documentation standards, and productivity expectations. Provide ongoing coaching, training, and performance feedback; onboard and train new hires. Address performance issues promptly and escalate to the Director of Clinical Operations when necessary. Reinforce a culture of accountability, ownership, and teamwork across all sites. 4. Schedule Management & Patient Flow Own and protect the provider and front office schedule across all locations, ensuring optimal utilization. Review schedules daily (same day, next day, and 1-2 weeks out) to identify gaps, inefficiencies, and risks. Ensure insurance verification and patient-readiness workflows are completed before appointments. Identify open slots and direct staff to fill them using recall lists, waitlists, and rescheduling efforts. Monitor and manage patient wait times and proactively resolve bottlenecks in check-in, wait, and check-out. 5. Front Office Operations & SOP Adherence Ensure all front office SOPs and workflows are executed consistently across every location. Audit SOP adherence, identify workflow breakdowns, and implement process improvements for efficiency and consistency. Oversee no-show management and schedule recovery — same-day follow-up, rescheduling, and root-cause tracking. Oversee patient recall and reactivation systems (overdue exams, cancelled appointments, incomplete consults). Ensure accuracy and consistency in patient information, insurance verification, and appointment details. 6. Patient Experience Oversight Ensure staff greet patients promptly and engage with a friendly, confident, and professional demeanor. Oversee the quality of patient communication — phone interactions, confirmation calls, insurance conversations, and in-office communication. Address and resolve patient concerns, complaints, and escalations in a timely, professional manner, and follow up to ensure resolution. Maintain clean, organized, and professional reception areas, front desks, and patient-facing materials at every clinic. 7. Coordination with Clinical Teams Partner closely with the clinical/technician leadership at each site to keep patient flow smooth between the front office and the clinical floor. Serve as a liaison between front office staff, clinical staff, and practice leadership. Support cross-department coordination so that scheduling, staffing, and daily operations align across the whole clinic. 8. Reporting, Tracking & Communication Maintain tracking systems to monitor performance trends by location, provider, and appointment type. Provide regular updates to the Director of Clinical Operations on staffing, coverage, facility issues, schedule health, and patient-experience concerns. Submit periodic summaries covering schedule gaps and actions taken, no-show trends and recovery efforts, staffing and coverage, facility/equipment issues, and staff performance.

QUALIFICATIONS

Required High school diploma or equivalent. 2-4+ years of experience in a medical office, clinic, or healthcare front office setting, with at least 1-2 years in a lead or supervisory capacity. Reliable transportation and a valid driver's license — this role requires daily/frequent travel between the St. Petersburg, Palm Harbor, and Pinellas Park locations. Strong working knowledge of front office workflows, scheduling, and insurance/verification processes. Proficiency with EMR/practice-management systems. Availability and flexibility to respond to urgent site issues during clinic hours. Preferred Associate's degree or additional healthcare administration coursework. Prior experience supervising staff across multiple locations. Ophthalmology or optometry experience. Familiarity with coordinating facility/vendor issues and basic office operations. Skills & Attributes Strong leadership, organizational, and communication skills. Calm, decisive problem-solver who takes ownership under pressure. Ability to juggle multiple sites, priorities, and interruptions without losing track. Excellent patient interaction, customer service, and conflict-resolution abilities. Sound judgment about what to handle directly and what to escalate. Attention to detail and commitment to consistency and accuracy.

WORK STRUCTURE & ENVIRONMENT

Full-time, hourly (non-exempt), primarily Monday through Friday during clinic hours. Home office based in St. Petersburg, with frequent, regular travel to the Palm Harbor and Pinellas Park locations. Fast-paced outpatient clinical setting with frequent patient contact, multitasking, and cross-department coordination. Hands-on, boots-on-the-ground role focused on both operational oversight and team leadership. Physical Requirements Ability to travel between clinic locations regularly. Ability to stand, walk, and move throughout the clinic for extended periods. Ability to occasionally lift or move office/clinic supplies as needed. Success Metrics & Check-In Cadence Office Supervisor Measuring Success The role blends daily operational execution with longer-term staff and site management. Most practices focus on 4-6 core measures rather than tracking everything at once.

Suggested metrics for this role:

Operations & Facilities Issue response time — how quickly site issues (call-outs, equipment, facility) are acknowledged and resolved or escalated. Equipment/facility downtime — time-to-resolution on malfunctions and outages. Recurring-issue reduction — fewer repeat problems through preventive follow-up. Staffing & Coverage Schedule coverage gaps — call-outs not backfilled (should be rare). Staff turnover and retention across the three locations. Time-to-competency for new hires. Schedule & Operational Efficiency Schedule utilization across all locations. No-show rate and confirmation rate. Recall/reactivation performance and rebooking success. Patient wait times / clinic flow. Patient Experience Patient satisfaction scores and Google/Yelp reviews. Complaint volume and resolution time. Compliance & Consistency SOP adherence across locations. Accuracy of patient information, insurance verification, and appointment details. Check-In Frequency A tiered cadence works best for a role that blends daily site execution with longer-term staff and operations management: The weekly 1:1 with the Director of Clinical Operations is the backbone meeting to protect — it's where KPIs, coverage, and open issues get reviewed even when other check-ins get compressed. Frequency Purpose Daily (brief, 5-10 min) Quick check-in on staffing, callouts, and any urgent site issues (equipment down, facility problems) across the three clinics. Weekly (30-45 min, 1:1 with Director of Clinical Operations) Review KPIs, staffing and coverage, open issues, upcoming needs, and travel/coverage plan for the week. Monthly Deeper metrics review (schedule utilization, no-shows, patient satisfaction, staff performance), plus supply/vendor and process-improvement planning. Quarterly Formal review against goals and priorities; professional development planning. Annual Full performance evaluation, goal-setting for the year, and compensation review.

Pay:

From $28.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person