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.

Full Time: 40 hours a week

Schedule: Monday - Friday

8:30am - 5:30pm

New office opening in fall, need someone to take on managing the medical portion of the practice and partner with Director of clinic aesthetic/marketing

This position is accountable for cultivating clinic culture and delivering a patient experience that result 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 to other clinics with in Dermatology & Plastic. (Melbourne cCinics and maybe Indialantic Surgery)

Location:

1. Performance Results: Monitor and Analyze trends in revenue, productivity, appointments, work days and patient flow to maximize practice growth and provider performance. Monitors physician, PA, and NP vacation requests to maximize appointment availability and revenue potential.
2. Leadership: Maximizes clinic operational efficiency, customer service, and performance, as well as physician, PA and NPsatisfaction through effective leadership and communication.
3. Team Leader oversight: Regular communication and review of clinic operations and planning for upcoming changes. This oversight includes:
   1. Staff issues, development and training
   2. Addressing physician, TL, and staff concerns
   3. Coaching on areas of team leader responsibility as needed
   4. Equipment or supply needs and / or issues
   5. Review staffing analysis and staff schedules for adequate ratios and coverage
   6. Participation in economic performance directives related to direct clinic costs (labor, supplies, etc)
   7. Ensure timely collection of patient A/R by front desk staff
4. Collaborate with Clinic Leadership: Actively participate in monthly meeting 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:
   1. Review office economic performance
   2. Review other operational reports and measures for compliance
   3. Support Services operational updates on policy and procedural changes
   4. Discuss and address individual clinic questions and concerns as well as discuss overall company direction
5. Extended operations team oversight: Lead Monthly Collaborative Group TL meeting with all direct TL reports participating via phone and web
   1. Present standardized companywide TL meeting PowerPoint presentation
   2. Discuss additional content specific to particular clinics
   3. Review office economic performance; assess opportunities to better fill schedule and control supply and labor costs.
   4. Support teamwork within region by encouraging open dialogue amongst TLs
6. Human Resources/Staffing:
7. Responsible for overall clinic staffing performance. This includes interviewing, selection, hiring, terminations, performance reviews, orientation, training and time and attendance or delegation thereof.
   
   8. Directly responsible for clinic TL orientation and accountable for oversight or performance of team leader responsibilities.
8. 1. Oversees accuracy of clinic staff work schedules and provides feedback to TL as needed.
   2. Reviews staff time & attendance reports and manages issues as appropriate. Ensures biweekly payroll approvals are completed timely for payroll.
   3. Ensures all staff are trained effectively
   4. Ensures TL leads effective monthly staff meetings
   5. 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.
   6. Assists with addressing medical staff performance issues and completing annual staff performance evaluations per company policies.
   7. Ensures timely response to all phone messages, faxes, interdepartmental mail
   8. Responsible for attaining prior authorizations and maintaining a system to track from start to finish.
   9. 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
   10. 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.
   11. Performance Reviews
9. Responsible for completion of staff performance reviews for direct reports.
10. Ensures clinic TLs complete staff performance reviews on time.
11. 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.

1. New Physician/PA/NP, Clinic, or Equipment Management
   1. Coordinates all aspects of new physician or PA/NP orientation and on boarding and serves as main point of contact throughout process.
   2. Coordinates equipment, scheduling, and all other aspects related to expanding or adding new services to an existing clinic.
   3. Responsible for ensuring all clinic supplies, equipment, and services are ordered and set-up for new clinics/projects.
   4. Ensures adequate number of staff are hired, oriented, and trained for new clinics/projects.
   5. Collaborates with clinic physician(s) to ensure clinic set-up and staff training are tailored to their needs.
   6. Responsible for supporting physician/PA/NP in facilitating practice promotion within the community.
2. Patient Satisfaction: Responsible for ensuring all clinics and providers deliver the best patient experience for every patient. Aides concern resolultion team in effective resolution of all patients concerns.
3. Clinic Compliance: The Regional Clinic Manager also serves as the Regional Compliance Manger 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.
4. Reports all compliance issues to the Compliance Officer and assists with effective resolution of compliance issues and incidents.
5. 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.
6. 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.
7. Ensures all required compliance training is completed by clinic employees by established due dates.
8. Ensures clinic Compliance related binders and logs are accessible and up to date, including but not limited to:
   1. Compliance Binder
   2. OSHA Binder
   3. CLIA Binder (where applicable)
   4. Laser Safety Binder (where applicable)
9. CLIA:
10. 1. Ensures clinics are CLIA survey ready at all times and all required Quality Assurance, Quality Control, and proficiency testing activities are completed timely;
    2. Prepares for and participates in CLIA surveys;
    3. Provides written Plan of Correction response detail to CLIA deficiencies;
    4. Provides clinic Team Leader re-education or discipline as appropriate.
    5. Other Duties: Performs other related duties as assigned.

Education

1. Successful completion of a medical support field or any business degree, OR.
2. 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.
3. Must keep current on all state certifications, licenses and/or registrations to continue employment.

Knowledge, Skills and Abilities

1. 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.
2. Proficiency with Microsoft Word, Excel and Powerpoint.
3. Must possess excellent leadership, organizational, computer, and communication skills.
4. Ability to work effectively and cooperatively with staff, board, clients, and the public.
5. Ability to multi-task, prioritize appropriately, and work well both individually and as part of a team.
6. Ability to use time productively and contribute to high levels of company operational efficiency and effectiveness.
7. Ability to maintain confidentiality of information.
8. Must possess a valid United States drivers license (probationary not acceptable) and an acceptable driving safety record.

#INDAMA