Dermatology Office Manager

Dermatology Office Manager

We are a single-office private practice with 2 providers (one dermatologist/mohs surgeon and one PA) and 8 support staff. Well-established in the community for 31 years with an excellent reputation in the community for providing superior care. We are anticipating adding 2 providers. We need an Office Manager who has experience in adding providers as well as managing a dermatology office with 4-5 providers. Familiarity with Agentic AI helpful. 

Duties include: overseeing both the administrative and clinical workflows to ensure efficient operations, regulatory compliance, and a high-quality patient experience. This role uniquely balances general medical administration with specific dermatology needs, such as managing cosmetic inventories and specialized surgical scheduling.

• Staff Leadership & HR: Managing recruitment, onboarding, and training for both administrative (front desk) and clinical (medical assistants, nurses) staff. Conducting performance evaluations, manage payroll, and create staffing schedules to ensure adequate coverage for providers.
• Daily Operational Oversight: Ensuring the daily "symphony" of the practice runs smoothly, which includes supervising patient registration, phone traffic, and appointment flow. You may fill in at the front desk or assist with clinical duties as needed during high-volume periods.
• Financial & Revenue Management: overseeing the "revenue cycle," which includes verifying insurance, auditing daily charge entries, negotiating insurance contracts, managing accounts receivable/payable, and implementing cost-saving measures to control overhead.
• Inventory & Facility Management: Maintaining an inventory of medical and cosmetic supplies (e.g., Botox, sutures, gloves) and coordinating facility maintenance, repairs, and cleanliness.
• Compliance & Risk Management: ensuring the office adheres to HIPAA (patient privacy), OSHA (safety), MIPS, and CLIA (laboratory) standards. This includes maintaining safety trackers for biopsies, pathology logs, and biohazardous waste.
• Patient Experience: Acting as the primary point of contact for resolving patient complaints and monitoring patient satisfaction, often including responding to online reviews. 

Specialty-Specific Duties

Dermatology practices often have unique requirements that the manager must handle: 

• Surgical Coordination: confirming specialized schedules for Mohs surgery, botox, and other procedures in advance with surgeons and technicians.
• Cosmetic Sales Support: Managing retail cosmetic product inventories and supporting marketing efforts for aesthetic services.
• Provider Liaison: Informing physicians of upcoming meetings, Continuing Medical Education (CME) requirements, and licensing. 
• Advanced Reporting: Monitoring dermatology-specific Key Performance Indicators (KPIs), such as the ratio of new vs. existing patients and the percentage of cosmetic vs. medical visits. 
• EHR Liaison: Our office uses Modernizing Medicine (EMA). Coordinate problem-solving when issues arise, keeping staff aware of periodic updates.
• Social Media: Help to manage online presence to extend trust, correct fake news, practice blog, present aspects of the practice, etc

Salary Range: Salary will be commensurate on experience - Excellent benefits including 401K with profit sharing.