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. 

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:

1. Verify proper function of all software programs and network connectivity
2. Review sales and reconciliation of previous day(s), and investigate/correct any errors
3. Directly supervise Business Office staff and Sales and Service Manager/Front Desk Supervisor
4. Ensure contracts, information changes, cancelations, research requests and other member documents are processed, entered and scanned in a timely manner
5. Responsible for the safe keeping and organization of all sensitive data and documents
6. g) Verify physical bank deposits balance with that of database reports, and investigate and correct when needed

Monthly:

1. Thoroughly review and analyze all database for accuracy, and make adjustments and/or corrections when needed
2. Perform month-end closeout. Close access to all prior months, in order to avoid the posting or changing of information in said months
3. Extract and manipulate data in order to build Deferred Revenue Report
4. Submit final report to TMH Controller and company Accountant
5. Extract and manipulate data in order to produce detailed final membership statistics for prior month
6. Submit final report to TMH Controller, Chief Financial Officer and company Accountant
7. Interact with TMH Accounting Department to assist with the production of financial reports
8. 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
9. Extract and manipulate data in order to produce notifications of expiring credit cards on file for membership billing purposes
10. Extract and manipulate data in order to produce membership renewal notifications
11. Facilitate the automatic renewal process for all eligible membership accounts
12. Analyze regular member database for errors prior to billing event
13. Perform billing process for regular member database
14. Submit information for EFT main billing via electronic upload directly through database portal
15. Extract encrypted data for ACH main billing, and submit via online banking portal
16. Review and post EFT main billing declines via electronic download directly through database portal
17. Receive and review file for ACH main billing declines, and manually post each decline in database
18. Prepare and process all delinquent account write-offs
19. Ensure company is operating within Payment Card Industry (PCI) compliance boundaries
20. Produce Membership Sales team commission report, and submit to PHFC Human Resource Coordinator for payroll.
21. Review sales team performance and evaluate enrollment ratios

Annually:

1. a) Formulate and implement formal company budget, providing research and forecast findings
2. In the absence of a Front Supervisor, will provide guidance to Front Desk staff with situations beyond their authority and/or knowledge
3. Prepare and submit all IT department requests for service and equipment repairs and/or acquisitions
4. Interact with all staff and members to ensure adequate presence
5. Research demographics for current members as well as for prospective members
6. In the absence of PHFC Executive Director, will assume responsibility for the facility and staff, and become main point of contact.

Biweekly:

1. Analyze TMH member and PHFC employee database for errors prior to billing event
2. Perform billing process for TMH member and PHFC employee database
3. Extract data and properly build and sort report for TMH member and PHFC employee payroll deductions
4. Proof and verify accuracy of payroll deduction reports, and submit to TMH Payroll Department
5. Manipulate and review data from report containing TMH member and PHFC employee payroll deduction declines
6. Post and adjust accordingly each account decline provided by said report
7. Analyze Accounts Payable, and investigate any discrepancies
8. Maintains all employee time records
9. Enters/adjust time records in Kronos
10. Creates and submits all payroll corrections
11. Review POS report on personal training payments to format Fitness Instructors and Flex Trainer's percentages.
12. Reconcile all commission paid programs/camps for payroll.
13. Oversee and process PHFC payroll.

Weekly:

1. Examine membership and revenue data, and ensure its integrity
2. 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
3. Extract data, build detailed report and submit information to Retention Management
4. Produce report containing necessary information to attempt to collect past dues owed
5. Ensure proper spending habits are being followed, by reviewing and comparing submitted purchase requests
6. Approve and/or submit orders for various supplies, and occasionally physically retrieving supplies from in-store purchases
7. Analyze membership and additional services rates to advise on appropriate course of action in regards to potential increases
8. Analyze and negotiate vendor service agreements
9. Complete employee reviews for Business Office staff and Sales and Service Manager.

As needed:

1. 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)
2. Work with PHFC Executive Director and Human Resource Coordinator to evaluate salaries and adjust according to current norms
3. Facilitate the arrangement and transportation of sensitive documents to be destroyed
4. Design and purchase marketing materials to be used as promotional items at community as well as internal events
5. Analyze all PHFC programs for performance, and advise on future action plans
6. Handle inventory purchases, and enter all inventory items and product costs into database
7. Assist with financial and security audits
8. Perform additional duties as may be required or assigned.

Experience:

REPORTING RELATIONSHIPS

This position reports to: Executive Director

Reporting to this position: Office Assistants, Sales & Service Manager

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.

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.