Administrative Operations Manager Jobs in Spring Hill, FL

ABOUT US:

Ethos Risk Services is a leading insurance claims investigation and medical management company committed to providing better data that translates into better decision-making for our clients. We are at the forefront of innovation in our space, and our success is driven by a dynamic team passionate about delivering exceptional services to our customers.

JOB SUMMARY:

Our dynamic Medical Management team is seeking a full-time IME Operations Manager (REMOTE) to oversee the scheduling and coordination of Independent Medical Examinations (IME), Record Reviews, and Functional Capacity Evaluations (FCE) while ensuring an exceptional client experience throughout the process. This is a non-clinical leadership role responsible for managing day-to-day operations, supervising team members, coordinating provider scheduling, and ensuring all services are delivered accurately, efficiently, and within applicable deadlines and state requirements.

The ideal candidate is a proactive, detail-oriented professional with IME or healthcare administrative experience who can effectively lead a team, manage multiple priorities, meet deadlines, and provide outstanding client service.

KEY RESPONSIBILITIES:

• IME & Case Coordination – Coordinate Independent Medical Examinations (IME), Record Reviews, and Functional Capacity Evaluations (FCE) by reviewing claim information, identifying appropriate providers, and ensuring all client requirements are met.
• Scheduling Management – Schedule appointments, manage calendars, coordinate logistics, and communicate appointment details to all parties involved.
• Provider Relations – Partner with physicians and medical providers to secure availability, obtain required documentation, and facilitate timely service delivery.
• Client Communication – Serve as a primary point of contact for clients by providing case updates, responding to inquiries, and ensuring a high level of customer service.
• Administrative Operations – Generate appointment letters, cover letters, invoices, mileage reimbursements, and other case-related documentation while maintaining accuracy and compliance.
• Ancillary Service Coordination – Arrange transportation, interpretation, and other support services necessary to facilitate successful examinations and reviews.
• Team Leadership & Development – Supervise the Assistant Operations Manager, including training, coaching, performance management, attendance oversight, and professional development.
• Compliance & Quality Assurance – Ensure adherence to client requirements, company policies, state statutes, deadlines, and confidentiality standards.
• Process Improvement – Identify opportunities to improve operational efficiency, enhance service delivery, and support the continued growth of the IME Division.

QUALIFICATIONS:

Education:

• High school diploma or equivalent (required).
• Associate's degree or Bachelor's degree in Business Administration, Healthcare Administration, or a related field (preferred).

Experience

• Minimum of 1 to 3 years of customer service, scheduling, administrative, operations, or healthcare support experience (required).
• Industry experience in healthcare, medical administration, workers' compensation, claims, or insurance industry experience (strongly preferred).
• Independent Medical Examination (IME), record review, or medical scheduling experience (preferred).
• Experience in leadership, coaching, supervising a small to mid-size team (preferred).

Skills:

• Strong communication and organizational abilities.
• Attention to detail and problem-solving skills.
• Ability to multitask and manage deadlines.
• Professionalism, discretion, and confidentiality.
• Proficiency with Microsoft Office Suite products.

WORKING CONDITIONS:

This position operates in a remote or office-based environment with frequent use of computers and office equipment. The role requires prolonged periods of sitting, regular communication via phone and email, and managing multiple systems simultaneously.

Ethos Risk Services is an equal opportunity employer that does not discriminate on the basis of religious creed, sex, national origin, race, veteran status, disability, age, marital status, color or sexual orientation or any other characteristic.