Office Manager (Sarasota)

Position Summary

The Office Manager plays a critical leadership role in advancing PHDermatology’s mission of delivering best‑in‑class, patient‑first care. This position is responsible for the daily administrative, operational, and people management functions of the clinic, ensuring efficiency, regulatory compliance, financial accuracy, and an outstanding experience for both patients and staff. The Office Manager partners closely with providers, clinical staff and operations to support a high‑volume dermatology practice offering medical, surgical, and cosmetic services.

Essential Duties and Responsibilities:

Operations and Office Leadership

• Organize and coordinate all office administration and procedures to support operational excellence, efficiency, compliance, and safety in alignment with PHDermatology standards.
• Develop and maintain clear intra‑office communication protocols that foster collaboration, accountability, and a welcoming patient experience.
• Oversee day‑to‑day facility operations, including vendor coordination, preventive maintenance, and service contracts.
• Monitor office readiness at all times, ensuring licenses, permits, and certifications are current and maintained.
  
  
  

Financial and Revenue Cycle Support

• Ensure accurate and timely collections for services rendered, including copayments, deductibles, co‑insurance, and outstanding patient balances.
• Support front desk processes related to insurance verification, referrals, and prior authorizations to promote accurate billing and patient transparency.
  
  
  

Staffing and Scheduling

• Maintain and optimize staffing schedules to support provider availability, same‑day or next‑day appointment access, and efficient patient flow.
• Manage, review, and correct employee timecards and PTO requests in partnership with Human Resources.
• Supervise office staff, delegate tasks effectively, and provide ongoing coaching, feedback, and performance support.
  
  
  

Compliance, Safety, and Quality

• Ensure compliance with OSHA, HIPAA, and biohazard regulations, including preparation for annual inspections and audits.
• Maintain accuracy and visibility of office policies, procedures, and employee handbook guidelines, enforcing standards consistently and professionally.
  
  
  

Inventory, IT, and Systems Support

• Manage inventory and ordering of all office, clinical, and supply needs to support uninterrupted patient care.
• Oversee on‑site IT needs and provide basic, low‑level technical support.
• Ensure marketing materials, patient communications, and in‑office signage reflect current promotions, branding, and messaging.
  
  
  

Culture, Engagement, and Events

• Foster a positive, team‑oriented workplace culture aligned with PHDermatology’s values of respect, professionalism, and service excellence.
• Coordinate and facilitate office events, including cosmetic events, staff engagement activities, and holiday celebrations.
• Provide hands‑on support by assisting with clinical and front desk duties as needed to ensure seamless patient care during peak times.
  
  
  

Education and Experience Requirements:

Education

• Bachelor’s degree preferred; relevant experience may be considered in lieu of degree.
  
  
  

Experience And Skills

• Proven experience managing a high‑volume, complex dermatology or specialty medical office.
• Minimum of 3 years of dermatology experience, including familiarity with medical, surgical, and cosmetic workflows.
• Strong working knowledge of insurance verification, referral processes, and prior authorizations.
• Solid understanding of office management systems, revenue cycle support, and administrative best practices.
• Knowledge of accounting principles, data management, and business operations.
• Familiarity with human resources practices, policies, and employee relations.
• Exceptional time management, organizational, and multitasking abilities.
• High attention to detail with strong problem‑solving and decision‑making skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications.
  
  
  

Physical Requirements

The employee must be able to spend much of the workday walking, standing, and moving throughout the clinic. Frequent handling and manipulation of equipment, supplies, and office materials is required, including the ability to lift and move up to 20–25 pounds throughout the day.

Benefits

PHDermatology offers a comprehensive and competitive benefits package, including:

• Competitive pay
• 401(k) with company match
• Medical, dental, and vision insurance
• Employer HSA contribution
• Tuition reimbursement
• PTO and paid holiday program