Medical Office Manager

The Dermatology Specialists is a leading multi-site, multi-state dermatology platform with more than 60 locations across New York, Pennsylvania, and Delaware, providing exceptional medical, surgical, and Mohs care and access to patients 7 days a week. We are building an operations team grounded in accountability, positive leadership, and a commitment to the patients and communities we serve.

Position Summary

The Center Manager runs the day to day business of a dermatology center and is accountable for four outcomes: an excellent patient experience, strong patient volume and access, a stable and engaged team, and disciplined operating cost. Working in a dyad partnership with center clinicians, the Center Manager makes sure each clinic day runs smoothly, every provider is fully supported, and the center meets its financial and quality goals.

This is a hands on leadership role. The right person is visible on the floor, knows the providers and staff by name, uses data to run the business, and builds a culture of ownership and accountability, leading with support and coaching rather than fear.

Key Responsibilities

Patient Experience

• Own the patient experience from scheduling through check out, making every visit on time, organized, and welcoming.

• Monitor patient satisfaction scores, online reviews, and complaints; respond to and resolve patient concerns promptly and close the loop.

• Manage patient flow and cycle time (arrival to room, room to provider, check out) to reduce wait times and keep provider schedules running on time.

• Maintain a clean, safe, professional center that reflects The Dermatology Specialists brand.

Provider Partnership

• Serve as the primary operations partner to center physicians, PAs, and NPs, and as the liaison between the center and support functions including RCM, Finance, Credentialing, HR, IT, and Marketing.

• Operate in a clinical and business dyad with center clinicians to align on quality, staffing, workflow, and growth priorities.

• Hold regular huddles and monthly operating reviews with providers to review schedules, volume, productivity, and center performance.

• Make sure each provider is fully supported with trained staff, rooms, supplies, and equipment needed to see patients efficiently.

Volume, Access, and Growth

• Maximize provider schedule utilization by managing templates, filling open slots, working waitlists, and reducing no shows and same day cancellations.

• Track new patient volume, access (days to next available appointment), and procedure mix, and act on gaps.

• Coordinate with Credentialing so new providers are enrolled with payers before their first scheduled patient, and that schedules open on time.

• Develop and execute center growth plans in partnership with regional leadership and Marketing, including local referral relationships and community outreach.

Staffing and People Leadership

• Build schedules so staffing matches provider templates and patient volume every day, including weekend sessions, while controlling overtime.

• Recruit, interview, hire, onboard, and train center staff; partner with HR and Talent Acquisition to fill openings quickly with the right people.

• Own staff retention: conduct stay conversations, understand why people leave, and act on what is driving turnover, especially among MAs and front desk staff.

• Lead with a positive, coaching style: set clear expectations, give regular feedback, recognize good work, and manage performance fairly and consistently.

• Develop staff through cross training, competency checklists, and career pathways (for example, PSR to MA, MA to Lead MA).

• Approve timekeeping and payroll accurately and on time; manage PTO and coverage.

Financial Performance

• Accountable for the center P&L and operating budget, including labor cost, supplies, and other controllable expenses.

• Review monthly financial and operating reports with regional leadership, explain variances, and put action plans in place.

• Manage supply ordering and inventory to control cost and prevent shortages or waste.

Revenue Cycle Partnership

• Own front end revenue cycle performance at the center: accurate registration and demographics, insurance verification and eligibility, referrals and prior authorizations, and time of service collections (copays, balances, deductibles).

• Ensure same day charge entry and timely provider documentation and chart closure to minimize charge lag.

• Partner with the RCM team to review denials and work queues tied to front end errors, and coach staff to fix root causes.

Compliance, Safety, and Quality

• Maintain compliance with HIPAA, OSHA, infection control, and all federal, state, and company policies; complete required logs, audits, and inspections.

• Oversee safe handling of specimens, sharps, medications, and liquid nitrogen; ensure pathology specimens are tracked and results are routed to providers.

• Ensure staff complete required training and maintain current competencies and certifications.

• Report and follow up on incidents, and support quality improvement initiatives across the center.

Facilities and Vendors

• Oversee facility upkeep, equipment maintenance, and repairs; escalate building and IT issues and follow through to resolution.

• Manage local vendor relationships and service contracts in line with company purchasing policies.

How Success Is Measured

The Center Manager is measured on a center scorecard reviewed monthly with regional leadership, including: Area Measures

Patient Experience Patient satisfaction / NPS, online review rating, wait time, complaint resolution

Volume and Access Visits per provider day, schedule utilization, new patient volume, no show rate, days to next available

Staffing Staff turnover and 90 day retention, open positions and time to fill, overtime, staff engagement

Financial Labor cost as percent of revenue, supply cost per visit, performance to budget

Revenue Cycle Time of service collections, eligibility verification rate, charge lag, front end denial rate

Compliance Audit results, training completion, incident follow up

Qualifications Required

• Experience: At least 3 years of medical practice or ambulatory clinic management experience, including direct supervision of clinical and front office staff.

• Financial acumen: Experience managing to a budget or P&L and using operating reports to drive decisions.

• Revenue cycle knowledge: Working knowledge of front end revenue cycle (registration, eligibility, authorizations, collections) and commercial, Medicare, and Medicaid payers.

• Systems: Proficiency with EHR and practice management systems and Microsoft Office (Excel, Outlook, Teams).

• Availability: Ability to work flexible hours, including some evenings and weekends, to support a 7 day a week schedule.

Preferred

• Education: Bachelor's degree in healthcare administration, business, or related field.

• Specialty experience: Dermatology, Mohs surgery, or other specialty practice experience.

• Multi-site experience: Experience in a multi-site or private equity backed physician practice.

• Clinical background: Prior MA, LPN, or other clinical experience.

• Certification: Certified Medical Manager (CMM) or similar practice management credential.

• Language: Bilingual (Spanish or other languages spoken in the communities we serve).

Licensure / Certification

• None required. Practice management certification preferred.

Core Competencies

• Leadership: Builds trust, coaches, holds people accountable, and is aware of the tone they set for the team.

• Ownership: Treats the center like their own business and follows through.

• Communication: Clear and professional with patients, providers, staff, and leadership.

• Problem solving: Finds root causes and fixes them rather than working around them.

• Data driven: Comfortable reading reports and turning numbers into action.

• Collaboration: Works across RCM, Credentialing, HR, IT, and Finance to get things done.

Working Conditions

Work is performed in an outpatient clinical setting with regular standing, walking, and movement throughout the center. Must be able to lift up to 25 pounds. So