Dermatology Practice Manager

Our sister company, a physician-owned practice with three offices, has recently transferred ownership. During the transition, we are helping them find an exceptional Practice Manager. Please review the details below carefully and submit your resume if you wish to apply.

Summary: The position of DERMATOLOGY PRACTICE MANAGER will provide managerial support to 3 locations in Greater Houston (the Museum District, Pearland and Webster). We are seeking an experienced practice manager with excellent communication and management skills, experience in front and back office operations, and familiarity with medical dermatology, Mohs surgery and aesthetics. As a pivotal member of our team, you will play a key role in the success of our clinic by overseeing day-to-day office operations, fostering a positive and collaborative work environment and ensuring exceptional patient care.

Requirements

· 5 years of Dermatology experience REQUIRED

· 2 to 3 years of proven experience in healthcare management and clinic operations REQUIRED

· Strong understanding of medical dermatology and aesthetics, medical records management, and healthcare regulations and compliance standards such as HIPAA. REQUIRED

· Proficiency using Microsoft Office and ECW and/or EMR/EHR Systems is REQUIRED

· Reliable transportation to travel between locations, as needed REQUIRED

· 3 or more years of experience as a Practice Manager or Medical Office Manager (specialty clinic dermatology) is HIGHLY PREFERRED

· Bachelor’s degree in business, Healthcare Management or related field is PREFERRED

· Demonstrated expertise in fiscal management including budgeting, financial reporting, and revenue cycle processes.

· Proficient in payroll and benefits administration, collections, insurances and billing procedures.

· Knowledge of Human Resource laws and compliance requirements.

· Exceptional organizational skills with the ability to work effectively in a fast-paced environment.

· Exceptional communication and interpersonal skills.

· Understanding of reputation management and marketing to build a practice and referral network.

Responsibilities: This position will work closely with the practice owners. It requires travel to all three practice sites on a regular basis.

Operations

· Oversee day-to-day clinic operations at all three locations (front desk, back office, clinical flow)

· Coordinate and approve staff schedules for providers, nurses/MAs, aestheticians, and front/back office (including callouts and overtime) to ensure each location is fully staffed.

· Oversee all billing and collections (medical cosmetic/self-pay)

· Monitor A/R, denials, and aging reports, work with biller or billing company.

· Manage cosmetic revenue – track product sales, injectables usage, laser packages, membership programs.

· Oversee petty cash, daily deposits, and credit-card reconciliations at each office.

· Maximize revenue and increase efficiency in profitability for the practice.

· Generate reports and analyze data to track clinic performance, identifying areas for improvement and providing recommendations to the practice owners.

· Review inventory and purchase office supplies, medical supplies, injectables (Botox, fillers), and retail skincare products for designated locations within the allotted budget in collaboration with accounting and practice owners.

· Track and manage product expiration dates (especially neurotoxins and fillers)

· Negotiate contracts as needed (waste disposal, laundry, IT, credit-card processing, etc.)

· Source and manage vendor relations for medical equipment, healthcare supplies, cosmetic product lines, furniture, computers and essential items for the clinic, waiting room or office area.

· Schedule regular meetings with different departments and practice owners to review practice status, staffing issues, patient concerns and financials.

· Drive improvement efforts through effective staff and provider involvement, project management, and communication.

Human Resources & Staff Management

· Recruit, interview, hire, onboard and terminate staff for each location.

· Ensure onboarding paperwork is completed accurately and in a timely manner.

· Handle payroll, time-clock approvals, and benefits administration.

· Create, revise, implement and enforce office policies & procedures.

· Organize and lead monthly staff meetings at each location to evaluate performance of site and address any issues.

· Conduct daily or weekly huddles when on-site and provide feedback and updates.

· Perform disciplinary meetings and write-ups, when needed.

· Ensure employee performance reviews are completed after 90 days and conduct employee annual reviews, if required.

· Manage provider and staff morale.

· Maintain systems to address staff complaints.

Provider Support

· Protect provider time – keep schedules full but realistic (mix of medical, surgical, and cosmetic)

· Track and reorder physician preference items (specific suture, blades, Mohs supplies)

· Act as liaison between providers and staff (often the hardest part of the job)

Compliance & Risk Management

· Act as HIPAA Privacy & Security Officer.

· Ensure staff follow IT security practices and procedures and complete training as needed.

· Oversee OSHA compliance and safety training (bloodborne pathogens, laser safety, chemical handling).

· Ensure proper health and safety procedures and policies are followed, and staff are trained in new updates.

· Maintain CLIA certification.

· Coordinate annual inspections and accreditations.

· Manage incident reports.

Marketing & Patient Experience

· Oversee or directly handle practice marketing and reputation management (website, Google Business profile, social media, email campaigns, events).

· Build and maintain the growth of the practice in both medical and cosmetics.

· Ensure exceptional patient experience – phone etiquette, wait times, follow-up calls, patient call backs - that is in line with practice goals.

· Follow up with patients who provided negative feedback or if a problem needs to be addressed.

· Develop strategies to enhance patient engagement and satisfaction.

Benefits

· Health insurance

· Dental and vision insurance

· PTO

· Paid holidays

· Other benefits

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you willing to travel between the three offices during the week to oversee operations?

Education:

• High school or equivalent (Required)

Experience:

• dermatology: 5 years (Required)
• Medical office management: 3 years (Required)

Willingness to travel:

• 50% (Preferred)

Work Location: In person

Salary : $60,000 - $80,000