Office Manager

Role Overview

This position leads the day-to-day running of one or more dermatology offices, covering both patient-facing clinical activity and administrative operations. The office manager is responsible for keeping workflows efficient, supporting staff performance, and maintaining a high standard of patient care and compliance.

Key Responsibilities

• Oversee the full set of administrative, clinical, and operational duties for the assigned office location(s).
• Manage and support administrative and clinical team members through coaching, feedback, and conflict resolution.
• Hire, onboard, and train staff to keep office operations running smoothly; maintain confidential personnel records.
• Handle 45-day, 90-day, and annual performance reviews, along with ongoing development and retention efforts.
• Build staff schedules that align with provider support needs, patient volume, PTO, and overall clinic demand.
• Monitor employee hours for overtime, approve leave requests, and make timecard corrections when needed.
• Lead monthly team meetings centered on performance, compliance, and culture.
• Track and summarize KPIs such as patient volume, wait times, provider usage, staff productivity, and patient satisfaction.
• Respond to patient calls and resolve concerns promptly, escalating issues when necessary.
• Ensure adherence to applicable state and federal requirements, including environmental safety, workers’ compensation, wage and hour rules, OSHA, CLIA, and HIPAA.
• Support and enforce company policies and operating procedures.
• Manage financial and front-office processes including daily batch reconciliation, collections, insurance checks, prior authorizations, petty cash, and expense reporting.
• Verify insurance details and co-pay collections accurately to support revenue cycle performance.
• Review provider schedules each day to confirm accuracy, efficiency, and full utilization.
• Control inventory for administrative and clinical supplies while staying within budget and maintaining proper stock levels.
• Act as the main contact for community partners and local PCPs, helping build professional relationships and promote satellite offices.
• Support seminars, skin screenings, health fairs, and other outreach or marketing activities that help drive revenue.
• Attend scheduled manager meetings and contribute to leadership discussions.
• Oversee biopsy log handling, specimen processing compliance, and equipment upkeep on a daily basis.
• Train staff on policies, procedures, and workflows so standards are consistently followed.
• Step in to assist providers and staff when coverage is needed to maintain smooth patient flow.
• Identify operational bottlenecks and work with leadership on process improvements.
• Help improve patient experience by reviewing feedback, survey responses, and online reviews, and by closing the loop on complaints.
• Manage incident reporting, documentation, and corrective action plans, and assist with audit preparation and follow-up.
• Coordinate with call center, billing, HR, IT, and marketing teams to keep operations aligned and patient care centered.
• Serve as the initial leadership contact for staff and patient concerns before escalation to senior leadership.
• Take on special projects and other assignments requested by leadership.

Professional Expectations

• Show initiative, accountability, and strong responsibility.
• Stay focused while handling repetitive tasks.
• Work with integrity and ethical judgment.
• Manage time effectively and balance multiple priorities.
• Adapt well to changes in workflow or priorities.
• Attend team meetings and required in-service training or education sessions.
• Use basic computer applications confidently.
• Type at a minimum speed of 45 words per minute.

Communication Standards

• Respect and adapt to cultural differences.
• Adjust communication style to the listener’s level of understanding.
• Maintain a courteous, professional phone manner.
• Use medical terminology accurately and appropriately.
• Treat patients and coworkers with compassion, empathy, and respect.
• Present a polished, professional image at all times.
• Maintain reliable attendance and punctuality.
• Follow time clock procedures consistently.

Legal and Compliance Requirements

• Protect confidentiality and document information accurately.
• Follow approved processes for releasing patient information.
• Work only within the scope of your training, education, and capability.
• Follow the company employee handbook and workplace policies.
• Stay informed about relevant federal and state healthcare laws and regulations, including OSHA, HIPAA, and CLIA.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• May require occasional travel.
• Role involves frequent multitasking in a fast-moving environment.
• Requires repeated motion of the head, neck, hands, wrists, and arms.
• Heavy reading, writing, and typing are part of the job; typing speed of 45 wpm or more is expected.
• Must be able to lift up to 25 lbs.
• Frequent use of office, computer, phone, and medical equipment.
• May involve transferring and positioning patients.

Qualifications

A high school diploma is required, and an associate degree or higher is preferred. Candidates should have at least 3 years of experience in a supervisory or management role within a physician practice. Strong computer knowledge, EMR familiarity, customer service ability, and excellent verbal communication skills are expected. Working knowledge of billing, HR policies, and medical terminology is preferred, and medical assisting experience is also preferred.