Job Title

Office Manager Lead, Innovate, and Drive Healthcare Excellence!As an Office Manager for Forefront Dermatology you will provide 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 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. The Office Manager will effectively oversee multiple clinics via a combination of on-site and remote management, requiring travel.ResponsibilitiesPerformance Monitoring & AnalysisTrack and analyze trends in revenue, productivity, appointments, workdays, and patient flow to drive practice growth and provider performance.Manage physician, PA, and NP vacation schedules to maximize appointment availability and revenue potential.Leadership & Team ManagementLead clinic operations to optimize efficiency, customer service, and provider satisfaction.Maintain open communication and collaboration with physicians, PAs, NPs, and team leaders (TLs).Provide guidance on clinic operations and upcoming changes, including:Staff issues, development, and trainingAddressing concerns from physicians, TLs, and staffCoaching TLs on leadership responsibilitiesManaging equipment and supply needsReviewing staffing analyses and schedules for optimal coverageSupporting economic performance initiatives related to direct clinic costs (e.g., labor, supplies)Ensuring timely collection of patient accounts receivable by front desk staffCollaboration with Clinic LeadershipParticipate in monthly leadership meetings with physicians, mid-level providers, and TLs to review clinic operations and plan for upcoming changes.Evaluate office economic performance and compliance with operational standards.Communicate updates on policies and procedural changes.Address clinic-specific and company-wide operational concerns.Extended Operations Team OversightLead monthly collaborative TL meetings via phone and web.Present standardized company-wide TL meeting content.Discuss clinic-specific updates and concerns.Assess opportunities to optimize scheduling and control supply and labor costs.Foster teamwork and open dialogue among TLs within the region.Human Resources & StaffingOversee overall clinic staffing, including recruitment, hiring, terminations, performance evaluations, and training.Direct TL orientation and oversee team leader performance.Ensure clinic schedules are accurate and staff attendance is properly managed.Oversee biweekly payroll approvals.Ensure staff training meets corporate compliance requirements (e.g., OSHA, HIPAA, Laser Safety).Ensure monthly staff meetings are effectively conducted by TLs.Address medical staff performance concerns and conduct annual evaluations.Manage patient communication regarding test results and treatment plans.Performance Reviews & CoachingConduct performance evaluations for direct reports.Ensure TLs complete staff performance reviews in a timely manner.Provide coaching on performance management, feedback delivery, and corrective action planning.Physician/PA/NP, Clinic, & Equipment ManagementCoordinate onboarding and orientation for new physicians, PAs, and NPs.Oversee equipment procurement, scheduling, and expansion of new clinic services.Ensure necessary staffing and training for new clinics or service expansions.Collaborate with clinic physicians to tailor clinic operations and staff training.Support practice promotion efforts within the community.Patient Satisfaction & Concern ResolutionEnsure all clinics and providers deliver an exceptional patient experience.Assist in effective resolution of patient concerns and complaints.Clinic Compliance & Regulatory OversightServe as the Regional Compliance Manager, ensuring clinics adhere to HIPAA, OSHA, CLIA, and state and federal regulations.Report compliance issues and assist in resolving incidents.Ensure timely completion of compliance assessments, surveys, and corrective action plans.Oversee maintenance of clinic safety equipment (e.g., fire extinguishers, emergency lights, AEDs).Ensure all required compliance training is completed by staff within deadlines.Maintain up-to-date compliance documentation, including:Compliance BinderOSHA BinderCLIA Binder (if applicable)Laser Safety Binder (if applicable)CLIA ComplianceEnsure ongoing CLIA survey readiness.Oversee completion of quality assurance, quality control, and proficiency testing.Prepare for and participate in CLIA surveys.Develop and implement corrective action plans for CLIA deficiencies.Provide re-education or discipline for TLs as needed.Additional DutiesPerform other duties as assigned to support clinic operations and business objectives.QualificationsEducationSuccessful 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.Qualifications & SkillsStrong leadership and team management skills.Expertise in clinic operations, compliance, and performance optimization.Effective communication and conflict-resolution skills.Ability to analyze and act on financial and operational performance data.Experience in healthcare administration or a related field preferred. #J-18808-Ljbffr