WHO WE ARE & WHAT WE DO
Tallahassee Memorial Healthcare (TMH) is a private, nonprofit community-based healthcare system that provides care to a 22-county region in North Florida and South Georgia. We are a career destination with over 6,000 colleagues who reflect the diversity of our community. TMH is the region's healthcare leader and top provider of advanced care with a 772-bed acute care hospital and the region's only:
- Level II Trauma Center
- Primary Stroke Center
- Level III Neonatal Intensive Care
- Pediatric Intensive Care
- The most advanced cancer, heart and vascular, orthopedic & surgery programs in the Panhandle.
Our system also includes a psychiatric hospital, multiple specialty care centers, six residency programs and more than 50 affiliated physician practices.
HOW YOU'LL MAKE AN IMPACT
JOB SUMMARY
Primary Purpose:
Ensures the performance of the business, as a whole, is efficient, secure and fiscally responsible by providing direction to the company in regards to researching and identifying target markets, developing and implementing procedures and protocols, defining past and current business trends, overseeing purchasing, and devising plans in order to set as well as attain various goals. Employs excellent judgment and detailoriented skills to ensure appropriate decisions and functions are properly executed and adhered to. Formulates the company-wide budget, while also evaluating and reporting current position. Provides direct guidance and assistance to management staff, including the Executive Director; as well as occasional guidance to all other staff as needed. Serves as the Local IT Administrator for all programs and internal servers in which any member and/or prospect information resides. Diligently monitors all data systems and peripherals to maintain up to date software programs, and/or implementing appropriate updates or new software to correct any flaws. Allocates a significant amount of time to other various tasks including but not limited to negotiating/communicating with vendors; overseeing general membership statistics and customer service satisfaction; and composing or updating legally binding documents used throughout the company. Perform all payroll functions including hours, commissions, and PLT requests for Premier.
AREAS OF RESPONSIBILITY
Daily:
Verify proper function of all software programs and network connectivity
Review sales and reconciliation of previous day(s), and investigate/correct any errors
Directly supervise Business Office staff and Sales and Service Manager/Front Desk Supervisor
Ensure contracts, information changes, cancelations, research requests and other member documents are processed, entered and scanned in a timely manner
Responsible for the safe keeping and organization of all sensitive data and documents
g) Verify physical bank deposits balance with that of database reports, and investigate and correct when needed
Monthly:
Thoroughly review and analyze all database for accuracy, and make adjustments and/or corrections when needed
Perform month-end closeout. Close access to all prior months, in order to avoid the posting or changing of information in said months
Extract and manipulate data in order to build Deferred Revenue Report
Submit final report to TMH Controller and company Accountant
Extract and manipulate data in order to produce detailed final membership statistics for prior month
Submit final report to TMH Controller, Chief Financial Officer and company Accountant
Interact with TMH Accounting Department to assist with the production of financial reports
Thoroughly examine financial reports for accuracy, as well as for alignment with company budget i) Advises and makes certain decisions in order to maintain alignment with company budget
Extract and manipulate data in order to produce notifications of expiring credit cards on file for membership billing purposes
Extract and manipulate data in order to produce membership renewal notifications
Facilitate the automatic renewal process for all eligible membership accounts
Analyze regular member database for errors prior to billing event
Perform billing process for regular member database
Submit information for EFT main billing via electronic upload directly through database portal
Extract encrypted data for ACH main billing, and submit via online banking portal
Review and post EFT main billing declines via electronic download directly through database portal
Receive and review file for ACH main billing declines, and manually post each decline in database
Prepare and process all delinquent account write-offs
Ensure company is operating within Payment Card Industry (PCI) compliance boundaries
Produce Membership Sales team commission report, and submit to PHFC Human Resource Coordinator for payroll.
Review sales team performance and evaluate enrollment ratios
Annually:
a) Formulate and implement formal company budget, providing research and forecast findings
In the absence of a Front Supervisor, will provide guidance to Front Desk staff with situations beyond their authority and/or knowledge
Prepare and submit all IT department requests for service and equipment repairs and/or acquisitions
Interact with all staff and members to ensure adequate presence
Research demographics for current members as well as for prospective members
In the absence of PHFC Executive Director, will assume responsibility for the facility and staff, and become main point of contact.
Biweekly:
Analyze TMH member and PHFC employee database for errors prior to billing event
Perform billing process for TMH member and PHFC employee database
Extract data and properly build and sort report for TMH member and PHFC employee payroll deductions
Proof and verify accuracy of payroll deduction reports, and submit to TMH Payroll Department
Manipulate and review data from report containing TMH member and PHFC employee payroll deduction declines
Post and adjust accordingly each account decline provided by said report
Analyze Accounts Payable, and investigate any discrepancies
Maintains all employee time records
Enters/adjust time records in Kronos
Creates and submits all payroll corrections
Review POS report on personal training payments to format Fitness Instructors and Flex Trainer's percentages.
Reconcile all commission paid programs/camps for payroll.
Oversee and process PHFC payroll.
Weekly:
Examine membership and revenue data, and ensure its integrity
Compile and organize data to produce current membership and income accounts break down for Premier Health & Fitness Center (PHFC) Executive Director's and Tallahassee Memorial I-lealthCare (TMH) Chief Communications Officer's review
Extract data, build detailed report and submit information to Retention Management
Produce report containing necessary information to attempt to collect past dues owed
Ensure proper spending habits are being followed, by reviewing and comparing submitted purchase requests
Approve and/or submit orders for various supplies, and occasionally physically retrieving supplies from in-store purchases
Analyze membership and additional services rates to advise on appropriate course of action in regards to potential increases
Analyze and negotiate vendor service agreements
Complete employee reviews for Business Office staff and Sales and Service Manager.
As needed:
a) Provide support and training for employees utilizing membership database program(s) b) Assure transition and integrity of data from existing software to new software database(s)
Work with PHFC Executive Director and Human Resource Coordinator to evaluate salaries and adjust according to current norms
Facilitate the arrangement and transportation of sensitive documents to be destroyed
Design and purchase marketing materials to be used as promotional items at community as well as internal events
Analyze all PHFC programs for performance, and advise on future action plans
Handle inventory purchases, and enter all inventory items and product costs into database
Assist with financial and security audits
Perform additional duties as may be required or assigned.
Experience:
Minimum:
2-5 years office and billing experience, proficient in Excel and Microsoft Word. Aphelion software experience a plus.
Preferred:
Degree in Finance/Accounting, 5 plus years accounting and finance experience, 2-5 years managerial experience, proficient in Excel and Microsoft Word. Proficient in Aphelion software.
REPORTING RELATIONSHIPS
This position reports to: Executive Director
Reporting to this position: Office Assistants, Sales & Service Manager
WHAT YOU’LL NEED TO APPLY
Required Education: Degree in Finance/Accounting preferred
Required Experience: 2-5 years office and billing experience, proficient in Excel and Microsoft Word and previous supervisory experience.
Required Certification/License/Registry: None
If you are interested in becoming a part of TMH’s legacy of quality & compassionate healthcare, we want to know you.
Please submit your application & resume TODAY! We look forward to speaking with you.
Tallahassee Memorial HealthCare is an equal opportunity employer and drug-free workplace. All employment is contingent upon successful completion of a drug screen, background check, reference verification, health assessment, and credential/license verification.
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Tallahassee Memorial HealthCare is an equal opportunity employer and drug-free workplace. All employment is contingent upon successful completion of a drug screen, background check, reference verification, health assessment, and credential/license verification.