Debra Rivett
Land O Lakes,FL
Summary
Detail-oriented Healthcare Office Manager experienced in staff supervision, calendar management, and insurance verification. Achieved smooth clinic and surgical workflows through effective conflict resolution and organized coordination of complex schedules. Focused on optimizing productivity and service quality while fostering a unified team environment.
Overview
1
1
Certification
36
36
years of professional experience
Work History
Office Manager
Edward B. Kampsen, M.D, P.A.
Tampa, FL
01.2020 - Current
- Managed office supply orders and tracked inventory for clinic needs.
- Supported onboarding for new employees on office procedures and patient service standards.
- Facilitated staff communication and addressed routine office concerns to enhance workplace harmony.
- Managed scheduling and coordinated resource allocation to optimize calendar efficiency.
- Verified contracts for accuracy before final approval to ensure compliance and mitigate risks.
- Assisted in recruiting, onboarding and training new employees.
- Negotiated contracts with vendors, securing favorable terms and cost savings.
- Maintained confidential records relating to personnel matters.
- Guided employees in handling difficult or complex problems.
- Discussed job performance problems with employees, identifying causes and issues to find solutions.
- Trained employees on best practices and protocols while managing teams to maintain optimal productivity.
- Consulted with managers to resolve problems relating to employee performance, office equipment and work schedules.
- Analyzed reports on employee attendance and productivity to assess performance. on employee attendance, productivity and effectiveness to evaluate performance.
- Interpreted and explained work procedures and policies to brief staff.
- Implemented departmental policies and standards in conjunction with management to streamline internal processes.
- Supervised staff members, organized schedules and delegated tasks.
- Coordinated surgical schedules with surgeons, anesthesiology, and operating room staff
- Verified patient demographics, insurance details, and referral requirements for surgery bookings
- Communicated preoperative instructions to patients and answered scheduling questions
- Reduced scheduling conflicts by effectively managing cancellations., reschedules, and urgent schedule changes for surgical cases
- Reviewed provider calendars and matched procedure times with facility availability
- Documented surgery bookings in electronic medical records and scheduling systems
- Coordinated authorization requests and maintained compliance with surgical documentation requirements
- Supported surgical teams with daily scheduling updates and patient communication
- Scheduled surgeries according to physician availability and patient needs. according to physician volume and maintained prompt turnaround times.
- Ensured that all required documents were obtained prior to scheduled procedures.
- Scheduled follow-up appointments as designated by physician.
- Assisted with pre-operative preparation such as obtaining insurance authorizations, lab work, radiology tests.
- Collaborated and established strong working relationships with physicians, supervisors and colleagues.
- Coordinated with patients, staff, and physicians to ensure accurate scheduling of surgeries.
- Adhered to HIPAA guidelines when handling confidential information.
- Assisted doctors in resolving conflicts related to surgery times or delays due to unforeseen circumstances.
- Worked with operating facilities to schedule procedures on behalf of surgeons.
- Provided patient education and answered questions regarding the surgery process.
- Checked patient insurance and collected pre-authorizations from providers.
- Distributed treatment and procedural information to patients.
- Maintained a high level of customer service by responding promptly to inquiries from patients and families about their care plans and procedures.
- Monitored and updated patient records in the electronic medical record system.
- Collaborated with other hospital personnel to coordinate resources for optimal patient flow during the surgery scheduling process.
- Gathered current medical information and reviewed histories to gather details for surgeons.
- Reviewed daily reports on pending cases, cancellations, and no shows in order to make adjustments as needed.
- Conducted follow up calls with patients after their procedure was completed.
- Managed appointment reminders for upcoming surgeries via phone or mailers.
- Scheduled tests, lab work or x-rays for patients based on physician orders.
- Transmitted medical records and other correspondence by mail, e-mail, or fax.
- Scheduled and confirmed patient appointments and consultations.
- Arranged hospital admissions for patients as required.
- Ordered and maintained supply inventory for medical office.
- Verified provider credentials using credentialing databases and source documents for a healthcare organization.
- Processed initial and recredentialing applications with strict attention to compliance standards.
- Monitored license, certification, and malpractice records for active provider files.
- Coordinated follow-up requests with providers, offices, and internal compliance teams.
- Updated credentialing systems with accurate data and supporting documentation.
- Reviewed applications for missing information and regulatory gaps before submission.
- Maintained confidential records and organized files for ongoing provider enrollment reviews.
- Ensured timely completion of credentialing processes by providing guidance to providers on required documentation.
- Performed primary source verifications such as criminal histories, licenses and board certifications.
- Processed re-credentialing applications for existing providers according to contractual requirements.
- Conducted background checks on potential providers utilizing various resources including state licensing boards, OIG and GSA Exclusion List, NPDB.
- Provided support in responding to inquiries from external parties regarding credentialing information.
- Maintained informational resources, tracking and documenting requests for updates, certification and credentialing.
Office Manager
Douglas W. Klotch, M.D
Tampa, FL
06.2000 - 12.2019
- Supervised staff assignments and training, ensuring efficient coverage for clinic workflows.
- Managed staff scheduling and established patient scheduling policy, enhancing appointment management.
- Trained new staff on office procedures, software programs and customer service protocols.
- Developed and implemented office policies and procedures while adhering to HIPAA and OSHA regulations.
- Maintained HIPAA compliance, chart accuracy, and secure document filing.
- Communicated with patients, providers, and vendors using clear professional service.
- Resolved appointment issues, patient concerns, and office communication gaps.
- Oversaw supplies, vendor orders, and equipment readiness for medical office operations.
- Monitored billing processes, copay collection, and claim follow-up tasks.
- Managed accounts receivable for the practice, ensuring timely payments from insurance companies and patients.
- Investigated insurance denials, securing proper reimbursement and reducing revenue loss.
- Negotiated with insurance companies for higher reimbursement.
- Conducted regular audits of medical records to ensure accuracy and completeness of documentation.
- Monitored inventory levels of supplies necessary for daily operations of the office.
- Sourced and interviewed candidates to fill open positions within the practice.
- Determined staffing requirements, interviewing, hiring and training new employees.
- Prepared weekly reports summarizing financial performance metrics, such as revenue collections, accounts receivable balances.
- Implemented an electronic health record system that streamlined workflow across departments.
- Managed a busy calendar for the executive team, planning and preparing meetings and communications.
- Assisted in resolving conflicts between staff members and addressing any issues that arose related to patient care or safety concerns.
- Proficient in problem solving, decision making planning and organization of time management and detail to accuracy, delegation and integrity.
- Kept the physician in compliance with state regulations and CME requirements.
Administrative Manager
USF Department of Otolayngology
Tampa, FL
06.1990 - 08.2000
- Managed daily operations for the USF Department of Otolaryngology administrative office.
- Developed and implemented administrative procedures to maximize efficiency.
- Performed and provided varied and complex Executive Administrative duties in the assigned department while maintaining established departmental policies, procedures, objectives and quality assurance.
- Coordinated faculty calendars and clinic schedules, optimizing patient communication workflows.
- Coordinated travel itineraries for domestic and international trips, preparing lecture materials and ensuring smooth travel logistics for physicians.
- Processed purchasing requests, invoices, and department expense records.
- Maintained confidential files, reports, and compliance documentation.
- Communicated with university departments, vendors, and medical providers.
- Organized meetings, agendas, and departmental correspondence.
- Composed correspondence and reports, enhancing clarity and effectiveness of departmental communication.
Secretariat
AO MAXILLOFACIAL TECHNIAL COMMISSION
Davis, Switzerland
01.1994 - 12.1999
- Organized commission correspondence for AO maxillofacial technical office.
- Scheduled meetings for maxillofacial commission leaders and staff.
- Prepared agendas for AO technical commission sessions.
- Recorded minutes during commission hearings and reviews.
- Organized and stored confidential records for maxillofacial technical administration to ensure easy retrieval.
- Routed documents between commissioners, staff, and external contacts.
- Drafted letters for AO maxillofacial technical commission communications.
- Performed data entry into computer systems; ensured accuracy of all entered information.
- Prepared documents such as memos, letters, reports, spreadsheets and presentations using Microsoft Office applications.
- Managed invoice processing and tracked payments from vendors and clients to maintain accurate financial records.
- Managed calendar reminders for upcoming deadlines or events associated with the office..
- Organized and maintained executive calendars, scheduling meetings and travel arrangements to optimize time management.
- Updated contact lists regularly and created new contacts.
- Reviewed billing statements for accuracy prior to submitting them for payment processing.
- Created agendas and took minutes during meetings; distributed notes in a timely manner afterwards.
- Coordinated meeting logistics such as room reservations and catering services.
- Coordinated logistics for workshops, conferences, and meetings by scheduling venues, reserving rooms, and preparing supplies to ensure smooth events.
- Coordinated travel arrangements and completed expense reports for travel reimbursement.
Education
Associate of Arts - Business Administration And Management
Pasco Hernando State College
Pasco CountySkills
- Patient scheduling
- Scheduling management
- Claims processing
- Revenue cycle management
- Compliance management
- Document auditing
- Cost management
- Budget management
- Office operations
- Calendar management
- Staff supervision
- Staff hiring
- Team leadership
- Policy and procedure modification
- Problem resolution
- Conflict resolution
Certification
- CPC thru AAPC
Timeline
Office Manager
Edward B. Kampsen, M.D, P.A.
01.2020 - Current
Office Manager
Douglas W. Klotch, M.D
06.2000 - 12.2019
Secretariat
AO MAXILLOFACIAL TECHNIAL COMMISSION
01.1994 - 12.1999
Administrative Manager
USF Department of Otolayngology
06.1990 - 08.2000
Associate of Arts - Business Administration And Management
Pasco Hernando State College