Office Manager

Overview An Office Manager provides leadership, communication, and guidance to all physicians, PAs, NPs, clinic team leaders, and staff in their assigned clinics while promoting the values and mission statement of Forefront Dermatology. This position is accountable for cultivating clinic culture and delivering a patient experience that results in the highest levels of patient satisfaction and retention.

Office Managers are accountable for helping to drive provider and clinic level economic profitability and growth by monitoring financial performance reports. Office Managers act as the primary communication liaison between Support Services and clinics, including but not limited to companywide policy and procedural changes as well as clinic operational protocols. An Office Manager will effectively oversee multiple clinics via a combination of on-site and remote management, requiring travel.

Responsibilities Performance Results : Monitor and analyze trends in revenue, productivity, appointments, workdays, and patient flow to maximize practice growth and provider performance. Monitor physician, PA, and NP vacation requests to maximize appointment availability and revenue potential. Leadership : Maximize clinic operational efficiency, customer service, and performance, as well as physician, PA, and NP satisfaction through effective leadership and communication.

Team Leader Oversight : Regular communication and review of clinic operations and planning for upcoming changes. This oversight includes: Staff issues, development, and training Addressing physician, TL, and staff concerns Coaching on areas of team leader responsibility as needed Equipment or supply needs and/or issues Review staffing analysis and staff schedules for adequate ratios and coverage Participation in economic performance directives related to direct clinic costs (labor, supplies, etc.) Ensure timely collection of patient A/R by front desk staff Collaborate with Clinic Leadership : Actively participate in monthly meetings with all clinic leadership teams (Physicians, Mid-Level Providers, and TLs) for review of clinic operations and planning for upcoming changes including but not limited to:

Review office economic performance Review other operational reports and measures for compliance Support Services operational updates on policy and procedural changes Discuss and address individual clinic questions and concerns as well as discuss overall company direction Extended Operations Team Oversight : Lead monthly collaborative group TL meetings with all direct TL reports participating via phone and web Present standardized companywide TL meeting PowerPoint presentation Discuss additional content specific to particular clinics Review office economic performance; assess opportunities to better fill schedules and control supply and labor costs. Support teamwork within the region by encouraging open dialogue amongst TLs Human Resources/Staffing : Responsible for overall clinic staffing performance. This includes interviewing, selection, hiring, terminations, performance reviews, orientation, training, and time and attendance or delegation thereof.

Directly responsible for clinic TL orientation and accountable for oversight or performance of team leader responsibilities. Oversees accuracy of clinic staff work schedules and provides feedback to TL as needed. Reviews staff time & attendance reports and manages issues as appropriate.

Ensures biweekly payroll approvals are completed timely for payroll. Ensures all staff are trained effectively Ensures TL leads effective monthly staff meetings Ensures team leader is effectively managing clinic operations to the satisfaction of the physicians, PAs, and NPs and in accordance with company policies and procedures, values, and mission. Assists with addressing medical staff performance issues and completing annual staff performance evaluations per company policies.

Ensures timely response to all phone messages, faxes, and interdepartmental mail Responsible for attaining prior authorizations and maintaining a system to track from start to finish. Provides training and supervision to all new staff and ongoing training for existing staff including but not limited to corporate compliance (i.e. OSHA, HIPAA, Laser Safety) annual completion.

Ensures patients receive test results and are scheduled for treatment as appropriate, or sent a certified letter in the event they are unable to be reached or refuse recommended treatment. Performance Reviews : Responsible for completion of staff performance reviews for direct reports. Ensures clinic TLs complete staff performance reviews on time.

Provides coaching for TLs on completion of staff performance reviews and performance corrections with regards to objective written or verbal descriptors of performance concerns, providing constructive feedback, and accountable and measurable corrective action plans. New Physician/PA/NP, Clinic, or Equipment Management Coordinates all aspects of new physician or PA/NP orientation and onboarding and serves as main point of contact throughout the process. Coordinates equipment, scheduling, and all other aspects related to expanding or adding new services to an existing clinic.

Responsible for ensuring all clinic supplies, equipment, and services are ordered and set up for new clinics/projects. Ensures adequate number of staff are hired, oriented, and trained for new clinics/projects. Collaborates with clinic physician(s) to ensure clinic set-up and staff training are tailored to their needs.

Responsible for supporting physician/PA/NP in facilitating practice promotion within the community. Patient Satisfaction : Responsible for ensuring all clinics and providers deliver the best patient experience for every patient. Aides concern resolution team in effective resolution of all patients' concerns.

Clinic Compliance : The Regional Clinic Manager also serves as the Regional Compliance Manager for the clinics he/she oversees. Responsibilities include but are not limited to ensuring clinics are compliant with HIPAA, OSHA, and CLIA requirements as well as all state and federal regulations. Reports all compliance issues to the Compliance Officer and assists with effective resolution of compliance issues and incidents.

Ensures all assigned Clinic Compliance Assessments and Surveys are completed by established due date. Reviews and signs completed assessments and ensures all areas of concern are addressed. Ensures monthly, quarterly, and/or annual checks and maintenance for all fire extinguishers, emergency lights, smoke detectors, eye wash stations, AEDs, CPR masks & ambu bags, oxygen, etc., are performed as applicable.

Ensures all required compliance training is completed by clinic employees by established due dates. Ensures clinic Compliance related binders and logs are accessible and up to date, including but not limited to: Compliance Binder OSHA Binder CLIA Binder (where applicable) Laser Safety Binder (where applicable) Other Duties : Performs other related duties as assigned.

Qualifications Education Successful completion of a medical support field or any business degree, OR. Two years of previous work experience in dermatology or 5 years of related work experience or demonstrated excellent team leader experience with Forefront Dermatology or commensurate experience in any related health care setting is preferred. Must keep current on all state certifications, licenses, and/or registrations to continue employment.

Knowledge, Skills, and Abilities Demonstrated leadership experience. Must be able to demonstrate leadership by serving as an example to others with regard to professional behavior, handling multiple tasks, maintaining a positive attitude, and in response to organizational change. Proficiency with Microsoft Word, Excel, and PowerPoint.

Must possess excellent leadership, organizational, computer, and communication skills. Ability to work effectively and cooperatively with staff, board, clients, and the public. Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team.

Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness. Ability to maintain confidentiality of information. Must possess a valid United States driver’s license (probationary not acceptable) and an acceptable driving safety record. J-18808-Ljbffr