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Dermatology Medical Office Manager

2 months ago

New York, United States Advanced Dermatology Full time
Job DescriptionJob DescriptionDescription:

Outstanding opportunity for well-organized, experienced Medical Office Manager with excellent interpersonal and communication skills to manage a fast paced Dermatology office located in Brooklyn, NY.


Position Summary: Responsible for the daily planning, work scheduling and coordination, and operational performance.


PERSONNEL ADMINISTRATION

  • Ensures office is adequately staffed to meet the needs of the providers and the organization as a whole. Request for additional staff members communicated with the Regional Manager
  • Assists Regional Manager with recruiting, hiring, orientating, training, coaching, counseling and overall monitoring of employee performance.
  • Assists Regional Manager with collecting supplemental personnel files in addition to ensuring all necessary documents are sent to Human Resources for master personnel files.
  • Assists Regional Manager with annual review evaluation process of all supervised staff members.
  • Assess and revise work schedules of both Medical and Non Medical staff in addition to maintaining attendance records for all non-physician employees.

FINANCIAL ADMINISTRATION & PAYROLL

  • Ensures daily patient payments are reconciled and balance to cash receipt logs.
  • Maintains office petty cash system, assures ample funds available, adding funds when necessary, disburses funds upon submission of receipts. Maintains receipts and petty cash journal of expenses.
  • Reviews PTO calendar, monitors OT, ensure all employees take break/lunch, and monitor unauthorized absences ensuring human resources are optimized at all times.
  • Works with Patient Financial Services, Accounts Payable, and Finance Departments to ensure proper reconciliation of care slips, packing slips, invoices, & receipts.

MANAGEMENT REPORTING AND CONTROLS

  • Reviews Medical Staff schedule to ensure patients are scheduled appropriately:
  • Patients are rescheduled if a provider is out of the office
  • Patients are scheduled in a condensed manner
  • Patients are scheduled according to provider's appointment duration
  • Notifies Regional Manager if schedule patient volume is low, providers' schedule is not blocked out correctly, or of anything abnormally scheduled
  • Assist in monitoring injectable & product inventory by securing information from practice management system.
  • Responsible for helping to ensure appropriate provider to patient ratios, and ensures scheduling accuracy
  • Responsible for monitoring automated appointment reminder calls (Next Patient) and appointment requests (ZocDoc), while maintaining expected productivity of practices.

GENERAL ADMINISTRATION

  • Working knowledge of all cosmetic services and products including injectable, fillers, surgical procedures, lasers, and aesthetician services.
  • General understanding of medical dermatology
  • Ensure maintenance and organization of medical records department, while ensuring strict adherence to HIPPA guidelines.
  • Initial point of contact for escalated patient complaints.
  • Notifies Regional Manager of any office maintenance issues. Oversee the repair and maintenance of all office equipment and facilities. Assist with decisions regarding equipment needs and the use of facilities.
  • Attends provider and department staff meetings as requested.
  • Active participation in organizational seminars and events.
  • Places orders for supplies as needed.
  • Other projects and duties as directed by the Regional Practice Manager/Senior Management.
Requirements:

Experience - 2+ years Medical Office Managerial experience (Dermatology a plus)

Computer Skills - Microsoft Office Suite that includes, Word, Excel, PowerPoint and Teams. EMA, and Laboratory Information Systems and Time Management System. The ability to learn new computer programs.