Westlake Dermatology is looking for an Office Manager for our Dripping Springs location. This position oversees the day-to-day operational functions for the satellite location, ensuring practice policies, procedures, and plans are executed in a smooth and expeditious manner. Key responsibilities include office administrative duties, patient communications and customer service, insurance administration, financial and personnel management, and training.
EDUCATION AND EXPERIENCE: College graduate preferred and/or at least 2 years' prior management experiencePrior medical and/or cosmetic front office experience strongly preferredUnderstanding of medical insurance, co-pays, deductibles, etc.Understanding of regulations and standards pertaining to quality assurance and patient confidentialityESSENTIAL SKILLS AND ABILITIES Superior organizational, interpersonal and communications skillsTrustworthyDecisive leadership with above-average judgmentAbility to build an effective and efficient working teamDedication to accuracy, timeliness, and positive patient relationsUnderstands importance of customer service and proper telephone etiquetteAbility to effectively present information and respond to questions from patientsPresent a highly professional image in accordance to company dress code standardsProficiency in computer skills; Word, Excel, practice management software, point-of-sale software, etc.Knowledge of organization policies, procedures, systems, and objectivesAbility to delegate authority, responsibility to other staff personnel as deemed necessary to perform their assigned dutiesAbility to handle information in a confidential mannerEffectively communicate with admin team regarding location concernsAbility to manage multiple projects simultaneouslyEmpathetic with patient's needs and concernsAbility to counsel or discipline personnel as neededSkill in developing and maintaining effective relationships with physician and administrative staff, patients, and the publicRESPONSIBILITIES: Supervise staff members assigned to appointment scheduling, reception, telephone, insurance processing, and be able to work in any of these rolesOrganize front and back office staffing schedules. Manage employee call-ins and time off requests, arranging appropriate coverage as needed. Oversee hourly employee timecardsConduct ongoing employee evaluationsProvide leadership, guidance, and organizational expertise to all staff membersEffectively communicate departmental goals, policies, and training to staffEstablish a high-performing team of staff that is efficient, knowledgeable, service-oriented, and share responsibility for attaining the goals of the practiceSupervise hourly personnel to ensure compliance with company policies and provide counseling sessions if neededEncourage a positive, engaging work environmentADMINISTRATIVE Ensure provider schedules are maintained in an efficient manner, consulting with the physicians as needed to determine preferences and needsMonitor patient contact with staff ensuring contact is cordial and professionalEnsure patients are efficiently checked in/out upon arrival/departureReview and distribute patient satisfaction surveys to providers & staffInvoice missed appointment feesSupervise all duties listed on front desk and back office task listsEnsure regular and accurate information is collected by front officeHandle RCM tasks assigned to location in a timely mannerEnsure appropriate organization of patient files and accountability for file locationsEnsure office environment is clean, efficient, and consistent with company standardsSafeguard patient information in accordance with practice policies and HIPAA standardsConduct monthly staff meetingsSupervise & coordinate any location laser maintenanceOrder office suppliesOversee maintenance requestsFINANCIAL & INSURANCE ADMINISTRATION Oversee patient collections through point of sale and PM systemReconcile end of day reports & prepare weekly bank depositsEnter missed medical charges; coordinate with admin to issue refunds as appropriateSupervise medical balance payment collectionsEnsure invoices are sent to accounting in a timely mannerINVENTORY Receive incoming inventory transfers and vendor purchase orders timelySupervise product expirations to optimize product turnover ratesOversee month-end inventory and recountsCUSTOMER SERVICE Ensure customer service standards are metPromote the practice goal to achieve 100% net promoter scoreHelp resolve any concerns from internal and external patient reviewsJob Type: Full-time
Compensation: Competitive pay, medical benefits, company perks, and 401K options for full-time employees.
Westlake Dermatology is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, disability or any other basis prohibited by law.
* Westlake Dermatology is requesting new hires to have the Covid-19 vaccination.
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