Westlake Dermatology is looking for an Office Manager for our Dallas location. This position oversees the day-to-day operational functions for the satellite location, ensuring practice policies, procedures, and plans are executed in a smooth and expeditious manner. Key responsibilities include office administrative duties, patient communications and customer service, insurance administration, financial and personnel management, and training.

EDUCATION AND EXPERIENCE:

• College graduate preferred and/or at least 2 years’ prior management experience
• Prior medical and/or cosmetic front office experience strongly preferred
• Understanding of medical insurance, co-pays, deductibles, etc.
• Understanding of regulations and standards pertaining to quality assurance and patient confidentiality

ESSENTIAL SKILLS AND ABILITIES

• Superior organizational, interpersonal and communications skills
• Trustworthy
• Decisive leadership with above-average judgment
• Ability to build an effective and efficient working team
• Dedication to accuracy, timeliness, and positive patient relations
• Understands importance of customer service and proper telephone etiquette
• Ability to effectively present information and respond to questions from patients
• Present a highly professional image in accordance to company dress code standards.
• Proficiency in computer skills; Word, Excel, practice management software, point-of-sale software, etc.
• Knowledge of organization policies, procedures, systems, and objectives
• Ability to delegate authority, responsibility to other staff personnel as deemed necessary to perform their assigned duties
• Ability to handle information in a confidential manner
• Effectively communicate with admin team regarding location concerns
• Ability to manage multiple projects simultaneously
• Empathetic with patient’s needs and concerns
• Ability to counsel or discipline personnel as needed
• Skill in developing and maintaining effective relationships with physician and administrative staff, patients, and the public.

RESPONSIBILITIES:

• Supervise staff members assigned to appointment scheduling, reception, telephone, insurance processing, and be able to work in any of these roles.
• Organize front and back office staffing schedules. Manage employee call-ins and time off requests, arranging appropriate coverage as needed. Oversee hourly employee timecards
• Conduct ongoing employee evaluations
• Provide leadership, guidance, and organizational expertise to all staff members
• Effectively communicate departmental goals, policies, and training to staff
• Establish a high-performing team of staff that is efficient, knowledgeable, service-oriented, and share responsibility for attaining the goals of the practice
• Supervise hourly personnel to ensure compliance with company policies and provide counseling sessions if needed
• Encourage a positive, engaging work environment

ADMINISTRATIVE

• Ensure provider schedules are maintained in an efficient manner, consulting with the physicians as needed to determine preferences and needs
• Monitor patient contact with staff ensuring contact is cordial and professional.
• Ensure patients are efficiently checked in/out upon arrival/departure
• Review and distribute patient satisfaction surveys to providers & staff.
• Invoice missed appointment fees
• Supervise all duties listed on front desk and back office task lists
• Address scheduling errors
• Ensure regular and accurate information is collected by front office
• Handle RCM tasks assigned to location in a timely manner
• Ensure appropriate organization of patient files and accountability for file locations
• Ensure office environment is clean, efficient, and consistent with company standards
• Safeguard patient information in accordance with practice policies and HIPAA standards
• Conduct monthly staff meetings
• Supervise & coordinate any location laser maintenance
• Order office supplies
• Oversee maintenance requests

FINANCIAL & INSURANCE ADMINISTRATION

• Oversee patient collections through point of sale and PM system
• Reconcile end of day reports & prepare weekly bank deposits
• Enter missed medical charges; coordinate with admin to issue refunds as appropriate
• Supervise medical balance payment collections
• Communicate sales goals
• Ensure invoices are sent to accounting in a timely manner

INVENTORY

• Oversee location inventory par levels
• Receive incoming inventory transfers and vendor purchase orders timely
• Supervise product expirations to optimize product turnover rates
• Oversee month-end inventory and recounts.

CUSTOMER SERVICE

• Ensure customer service standards are met
• Promote the practice goal to achieve 100% net promoter score
• Help resolve any concerns from internal and external patient reviews.

Job Type: Full-time

Compensation: Competitive pay, medical benefits, company perks, and 401K options for full-time employees

Westlake Dermatology is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, disability or any other basis prohibited by law.