Office Manager-Dermatology Center (Rancho Mirage)

Job Description:

Education:

Required: High school diploma, GED or higher level degree if hired after January 1, 2024 Preferred: Bachelor’s degree

Licensure/Certification:

N/A

Experience:

Required: Five (5) years of front office experience in healthcare Preferred: Leadership experience

Essential Responsibilities:

• Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
• Manages office services, monitors efficiency and productivity of daily operations within the clinic(s), ensuring all visits are prior authorized.
• Supervises, develops and participates in training and orientation of staff/contractors within clinic(s).
• Hires, trains, counsels, coaches staff and completes annual employee performance reviews.
• Ensures a high level of employee, patient and provider satisfaction.
• Resolves escalated patient/customer concerns, complaints and issues and escalates, as appropriate.
• Oversees external communication with other managers/medical providers/clinics and their respective office staff to monitor and ensure service quality and satisfaction.
• Facilitates collection of performance data metrics and provides analysis and regular reports for leadership; audits standard work of office staff to ensure efficiency.
• Coordinates and integrates services within the office; actively and independently works to improve daily processes/procedures and finds solutions to challenges while maintaining close communication with clinic leadership.
• Maintains communication with leadership regarding the department operations and any issues with operations, equipment, staff, contractors and/or guests.
• Maintains office staff and provider schedules to ensure appropriate coverage.
• Oversees all office supply orders, ensuring cost management, supply rotation and maintains accurate inventories; supports clinic growth by ensuring all business operations are considered.
• May be responsible for registration process, closing patient encounters, billing, coding/documentation, revenue capture, timekeeping approvals; may act as EPIC super user.
• Develops, plans and implements office objectives, goals, and process improvement strategies.
• Ensures compliance with regulatory requirements and with policies and procedures.
• Manages external communication with other physicians and their respective office staff to monitor and ensure service quality and satisfaction.
• Plans, leads, and maintains documentation of desk staff meetings.
• Facilitates cross-training of all staff for adequate office coverage.
• Identifies opportunities for improvement within the department and works with team to implement when appropriate.

Essential Skils:

• Written and verbal communication skills
• Ability to exercise a high degree of initiative, judgment and discretion
• Willingness to adapt roles and responsibilities as needed for the benefit of the team's objectives and overall success
• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Ability to create and maintain positive interpersonal relations with peers, staff, leaders and vendors
• Ability to handle patient complaints and feedback professionally, facilitating resolutions to enhance patient satisfaction
• Ability to lead by example, demonstrating integrity, transparency, and accountability in decision-making and actions
• Ability to make informed decisions under pressure, prioritizing actions to address urgent matters effectively
• Ability to adapt quickly to changing priorities and unexpected situations
• Analyses situations accurately and escalates, when appropriate
• Knowledge of general office equipment and computer systems, including Electronic Health Record (EHR) and email systems