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Office Operations Manager

2 months ago

Oklahoma City, Oklahoma, United States Forefront Dermatology Full time
Job Summary

Forefront Dermatology is seeking a highly skilled and experienced Office Operations Manager to join our team. As a key member of our leadership team, you will be responsible for promoting the values and mission statement of our organization, providing daily on-site leadership and effective management of clinic operations, and ensuring high levels of patient customer service, operational efficiency, physician, mid-level provider, and employee satisfaction.

Key Responsibilities
  • Leadership Duties
    • Maximize clinic and team efficiency, productivity, and teamwork by providing daily communication, supervision, and direction in concordance with company philosophy, goals, and objectives.
    • Act as a resource for troubleshooting process or equipment and electronic health record issues as they arise.
    • Address and resolve departmental issues, brainstorm process improvement and workflow efficiency initiatives, and follow through on action plans for implementation of approved changes.
    • Communicate regularly with Regional Clinic Manager/Office Manager.
  • Operational Management
    • Work with clinic leadership team to monitor direct clinic costs.
    • Maintain clinic supply inventory, including medical, office, and cosmeceutical products.
    • Manage clinic labor costs, including monitoring overtime and extra time costs, critical pay, and alternate clinic coverage costs.
    • Staff work schedules and time off requests, ensuring adequate staffing levels on a daily basis.
    • Process payroll, reviewing timesheets for integrity and approving hours for biweekly payroll processing.
  • Employee Development and Support
    • Assist with employee recruitment, selection, and hiring processes for all clinical and reception staff.
    • Assist with new employee onboarding and training to ensure adequate skill set and adherence to all department policies and procedures.
    • Provide training and supervision to all new staff and ongoing training for existing staff, including corporate compliance (i.e., OSHA, HIPAA, Laser Safety) annual completion.
  • Quality Assurance and Compliance
    • Prepare for and participate in CLIA surveys.
    • Under the direction of the Lab Director and Regional Clinic Manager, Office Supervisor is responsible for maintenance oversight of the quality control and quality assurance records.
    • Coordinate the scheduling and ensure that all proficiency testing occurs in a timely manner for each proficiency test system where applicable.
    • Coordinate troubleshooting actions with appropriate entities (Technical Supervisor, manufacturers, consulting companies) when quality assurance, quality control, proficiency issues arise.
    • Provide staff re-education or discipline as appropriate.
  • Additional Responsibilities
    • Complete all daily, weekly, monthly, and quarterly checklists according to deadlines.
    • Manage time to serve the supervisory needs of all clinics and/or departments directly supervised, working hands-on with providers and clinic staff as agreed upon by RCM and related to staffing needs.
    • Receive call-ins from all direct reports and arrange coverage of open shifts, communicating with Team Leaders and RCM as needed.
    • Responsible for providing procedure estimates at patient request.
    • Coordinate job shadow/observation requests.
    • Responsible for triaging patient concerns with initial contact and elevating to Regional Clinic Manager as appropriate.
    • Responsible for facilitating practice promotion within the clinic and coordinating details of planned events.
    • Acts as a role model and subject matter expert for policies and procedures set in place by management, as well as working with new software or equipment.
    • Ensures timely collection of patient A/R by front desk staff.
Qualifications
  • Education
    • Successful completion of a medical support field or any business degree.
    • 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.
    • Must keep current on all state certifications, licenses, and/or registrations to continue employment.
  • Knowledge, Skills, and Abilities
    • Demonstrated leadership experience, with the ability 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.
    • 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.