Office Manager - Westlake Office

Position Overview

Apex Skin is a physician-led and rapidly growing dermatology practice committed to delivering exceptional patient experiences. We are seeking an experienced and motivated Office Manager for our Westlake location. The Office Manager will drive operational excellence, financial performance, and regulatory compliance within a high-volume dermatology practice. The Office Manager oversees daily clinical and administrative operations, staff leadership and development, budgeting and revenue cycle performance, and policy implementation to ensure efficient workflows and exceptional patient care. The Office Manager serves as the primary liaison between Providers, staff, and Regional Leadership, ensuring alignment, accountability, and continuous improvement.

Compensation Range:

• $50,000 - $60,000

Schedule

• Full-time, [5 days per week]
• Monday - Friday

Key Responsibilities

• Lead and manage all clinical and administrative staff, including hiring, onboarding, training, scheduling, performance management, and payroll approval.
• Foster a positive, high-performing culture through coaching, team huddles, and clear communication.
• Oversee daily office operations to ensure optimal patient flow, service excellence, and operational continuity.
• Serve as the primary clinical and operational liaison for Providers, the Regional Manager, and cross-functional teams.
• Maintain full P&L responsibility, including budgeting, expense control, billing oversight, and revenue cycle optimization.
• Ensure strict compliance with OSHA, HIPAA, MIPS, and all regulatory requirements; maintain audits, logs, and documentation standards.
• Monitor clinical documentation, chart audits, dashboards, and performance metrics; analyze data and report trends to leadership.
• Oversee MA and MR training programs, ensuring competency validation, documentation, and continuous education.
• Manage provider schedules, smart scheduling optimization, and collaboration with Call Center leadership on triage and scheduling protocols.
• Maintain medical supply inventory and approve all ordering to support uninterrupted clinical operations.
• Support practice growth through collaboration with internal departments, marketing initiatives, and patient engagement strategies.
• Step into clinical or front-office functions as needed to ensure seamless operations.
• Travel as required and perform additional duties as assigned by the Regional Manager.

Qualifications

• 5 years of medical office management or healthcare leadership experience.
• Proven ability to lead, coach, and develop teams in a fast-paced, patient-centered environment.
• Strong financial acumen with demonstrated experience in revenue cycle management and insurance operations.
• Advanced communication, problem-solving, and conflict-resolution skills.
• Proficiency with EHR systems, Microsoft Office (including Excel), and reporting tools.
• Data-driven mindset with the ability to analyze metrics and implement operational improvements.
• High school diploma or equivalent required; Bachelor's degree in Healthcare Administration, Business, or a clinical certification (LPN, CMA) preferred.

Career Growth Opportunities

Motivated Office Managers may pursue:

• Opportunities to grow into multisite or regional management positions over time
• Apex Skin provides training, mentoring, and development opportunities for individuals who demonstrate skill, reliability, compassion, and a commitment to exceptional patient care.

Physical Requirements & Work Environment

• Prolonged periods of sitting at a desk and working on a computer, with frequent standing, walking, and movement within the office
• Manual dexterity for typing, data entry, and handling office equipment
• Ability to speak clearly, hear callers, and interact with patients in person
• Visual acuity sufficient to read patient information and EMR screens
• Ability to occasionally lift up to 20 pounds (e.g., office supplies)
• Work performed in a professional medical office setting with regular interaction with patients, providers, and staff
• Fast-paced environment requiring multitasking, attention to detail, and calm communication
• Exposure to cleaning supplies, office equipment, and moderate noise levels
• Must adhere to all health and safety policies, including infection control standards