What are the responsibilities and job description for the Office Manager - Westchester position at New York Plastic Surgical Group?
About us:
New York Plastic Surgical Group (NYPS Group) is the largest and longest-running private and academic plastic surgery practice in the United States. With more than 20 board-certified plastic surgeons practicing across 10 affiliated offices, ambulatory surgery centers, and over 20 hospitals, NYPS Group provides expert, comprehensive, and compassionate care. Founded in 1948, NYPS Group, a division of Long Island Plastic Surgical Group, is one of the nation’s most well-established plastic surgery practices, offering patients the collective expertise of specialty-trained surgeons dedicated to achieving exceptional outcomes.
Required Experience:
- Minimum of two (2) years of direct people management experience and five (5) years of experience in a medical practice, surgical practice, or comparable healthcare environment.
- Demonstrated experience managing day-to-day office operations, including staff coverage, scheduling, patient flow, and real-time resolution of operational issues.
- Experience overseeing front desk, patient relations, scheduling, and financial workflows, with accountability for accuracy, timeliness, and service standards.
- Strong working knowledge of practice management systems and operational reporting, with the ability to analyze data, identify issues, and take corrective action.
- Proven ability to lead, coach, and support staff in a fast-paced clinical environment, balancing hands-on involvement with supervisory responsibility.
- Excellent interpersonal and communication skills with staff, patients, physicians, and organizational partners.
- Highly organized and detail-oriented, with strong problem-solving, judgment, and prioritization skills.
- Knowledge of skin care and med spa services preferred, with a strong customer service orientation.
Key Responsibilities:
Leadership & Staff Management
- Build and lead a high-performing, service-oriented team by setting clear expectations and addressing performance issues in real time.
- Provide hands-on leadership and support to staff to ensure daily operations run smoothly.
- Develop and manage staff schedules, monitor coverage, and adjust staffing to meet operational needs.
- Review employee timekeeping and payroll inputs for accuracy.
- Organize and lead team meetings to communicate priorities and ensure follow-through.
- Serve as the primary escalation point for staff and operational issues and implement improvements as needed.
- Support onboarding, training reinforcement, and ongoing coaching to ensure consistency and adherence to office procedures.
Patient Experience & Office Operations
- Ensure a safe, welcoming, and efficient office environment for patients and staff.
- Oversee daily patient services for the medical practice and Deep Blue Med Spa to ensure smooth operation.
- Address patient concerns and service issues in real time to support a positive patient experience.
- Manage cosmetic surgery scheduling and ensure patients are informed of medical and financial requirements.
- Coordinate the end-to-end surgical experience, ensuring readiness and timely communication.
- Monitor patient flow and address issues impacting wait times, service quality, or patient satisfaction.
- Partner with staff to support patient conversion efforts and consistent service delivery.
Financial & Inventory Management
- Ensure accurate entry of charges and payments and reconcile end-of-day collections.
- Prepare and reconcile petty cash and coordinate cash pick-up as required.
- Oversee accounts for receivable and payable activities and resolve discrepancies.
- Order and manage office, clinical, retail, and injectable supplies to support daily operations.
- Conduct regular inventory counts and reconcile variances.
- Generate and review operational and financial reports to monitor performance and identify issues.
Policies, Compliance & Procedures
- Develop, implement, and reinforce office policies, procedures, and operational standards.
- Ensure compliance with HIPAA and other applicable regulatory requirements.
- Monitor workflows and adherence to procedures and address gaps as they arise.
- Recommend and implement process improvements to support efficiency, consistency, and compliance.
Technology & Systems Management
- Ensure daily functionality of office systems and software supporting scheduling, billing, and patient operations.
- Troubleshoot system issues and coordinate resolution with organizational support teams as needed.
- Ensure staff are trained in systems and follow required workflows and security standards.
- Monitor system usage and identify opportunities to improve efficiency and accuracy.
Interdepartmental Coordination
- Coordinate daily operations across clinical, administrative, and organizational teams to ensure alignment and continuity of care.
- Serve as the primary on-site point of contact for cross-departmental issues impacting office operations.
- Ensure effective integration of patient relations, nursing, billing, med spa, facilities, and IT functions to support daily site operations.
- Communicate operational needs, risks, and updates to appropriate partners and leadership.
Additional Duties
- Prepare periodic operational summaries or reports as requested by leadership.
- Perform additional duties assigned to ensure effective day-to-day office operations.
Education Requirement:
- Bachelor’s Degree is required.
- Master’s Degree preferred.
Location: 500 Mamaroneck Avenue, Harrison, NY
Compensation: $75,000-$90,000
WHAT WE OFFER:
- Comprehensive Health Benefits: Medical, Dental, and Vision Coverage.
- Voluntary Benefits: Options include Aflac (short-term disability, hospital, accident, and cancer coverage), long-term disability, life insurance, and pet insurance.
- Paid Time Off: 19 PTO days per year, in addition to 8 paid holidays.
- Retirement Benefits: 401(k) plan with a discretionary company match.
- Cosmetic & Med Spa Perks: Employee discounts on services and products at Deep Blue Med Spa.
- Additional discounts through PLUM and Work Advantage programs.
Salary : $75,000 - $90,000