Office Manager

Office Manager

Job Description: Responsible for the supervision of operations, both clinical and administrative, of the designated dermatology office(s).

Role and Responsibilities:

Clinical and Administrative

• Demonstrates full understanding and successful implementation of all administrative, clinical, and operational functions of the office.
• Supervises administrative and clinical staff; provides ongoing coaching, feedback, and conflict resolution as needed.
• Recruits, onboards, and trains personnel to ensure efficient office workflow. Maintains confidential personnel files.
• Responsible for 45-day, 90-day, and annual performance appraisals, as well as ongoing staff development and retention initiatives.
• Creates and organizes staffing schedules to provide optimal support for providers, balancing patient volume, PTO, and clinic needs.
• Monitors employee time for overtime. Approves time off and enters timecard corrections.
• Conducts monthly team meetings focused on performance, compliance, and culture-building.
• Tracks and reports key performance indicators (KPIs) such as patient volume, wait times, provider utilization, staff productivity, and patient satisfaction.
• Returns patient phone calls and troubleshoots patient issues and concerns as needed, ensuring timely resolution and escalation when appropriate.
• Responsible for promoting compliance with all state and federal guidelines regarding environmental safety, workers compensation, wage and hours, OSHA, CLIA, and HIPAA.
• Supports and promotes all company policies and procedures.
• Oversees financial processes of designated location(s): end-of-day batch reconciliation, front-desk collections, insurance verifications, pre-authorizations, petty cash, and expense reports.
• Ensures insurance verifications, pre-authorizations, and co-pay collections are completed accurately to support revenue cycle management.
• Reviews providers’ schedules daily to ensure accuracy, efficiency, and full utilization.
• Oversees inventory of administrative and clinical supplies to ensure adequate par levels and manages within budget guidelines.
• Serves as primary liaison to community and local PCPs to maintain professional relationships and promote the satellite office(s). Assists with seminars, skin screenings, health fairs, and other marketing projects to increase office revenue.
• Attends and participates in regularly scheduled manager meetings.
• Maintains daily oversight of biopsy log management, specimen processing compliance, and equipment maintenance.
• Educates and trains staff to ensure policies, procedures, and workflows are properly followed.
• Assists providers and staff when needed to ensure coverage and smooth patient flow.
• Identifies workflow inefficiencies and partners with leadership to implement process improvements.
• Monitors and improves patient experience through direct feedback, surveys, and online reviews, and works to close the loop on complaints.
• Oversees incident reporting, documentation, and corrective action planning as needed; supports audit preparation and follow-up.
• Coordinates with cross-functional teams (call center, billing, HR, IT, marketing) to ensure operational alignment and patient-centered care.
• Serves as the first line of leadership for staff and patient concerns before escalating to the Regional Manager, COO, or COS.
• Participates in special projects and/or assignments as requested by the Regional Manager, COO, and COS.

Professional

• Demonstrates initiative and responsibility
• Able to perform repetitive tasks without loss of focus
• Adheres to ethical principles
• Time Management
• Prioritizes and can perform multiple tasks
• Adapts to change
• Attends all team meetings and mandatory in-service training/education
• Basic computer skills
• Type minimum 45wpm

Communication

• Recognizes and respects cultural diversity
• Adapts communication to individual’s ability to understand
• Uses professional, pleasant telephone etiquette 
• Uses medical terminology appropriately
• Treats all patients and co-workers with compassion, empathy, and mutual respect
• Projects a professional manner and image
• Consistent attendance and punctuality
• Adherence to time clock procedures

Legal

• Maintains confidentiality and documents accurately
• Uses appropriate guidelines for releasing patient information
• Practices within the scope of education, training and personal capabilities
• Conducts self in accordance with Suncoast’s Employee Handbook.
• Maintains awareness of federal and state health care legislation and regulations; OSHA, HIPAA, and CLIA

Physical Demands

• Prolonged sitting/standing/walking
• Occasional travel
• Multitasking position
• Challenging/fast paced work environment
• Repetitive head, neck, hands wrists and arm motion/rotation
• Extensive reading, writing, typing required. Typing speed 45wpm +
• Lifting to 25lbs
• Frequent use of office administrative, computer, phone equipment and medical equipment
• Transferring and positioning of patients

Qualifications and Education Requirements:

High school diploma, AA degree or higher. Minimum of 3 years in a supervisory and management role in a physician practice environment.  Knowledgeable in computer programs, EMR systems, customer service, excellent verbal communication skills. Basic knowledge in billing, HR policies and medical terminology preferred. Medical assisting experience preferred.