Medical Office Manager

Outstanding opportunity for well-organized, experienced Medical Office Manager with excellent interpersonal and communication skills to manage a fast paced Dermatology office located in Brooklyn, NY.

Position Summary: Responsible for the daily planning, work scheduling and coordination, and operational performance.

PERSONNEL ADMINISTRATION

• Ensures office is adequately staffed to meet the needs of the providers and the organization as a whole. Request for additional staff members communicated with the Regional Manager
• Assists Regional Manager with recruiting, hiring, orientating, training, coaching, counseling and overall monitoring of employee performance.
• Assists Regional Manager with collecting supplemental personnel files in addition to ensuring all necessary documents are sent to Human Resources for master personnel files.
• Assists Regional Manager with annual review evaluation process of all supervised staff members.
• Assess and revise work schedules of both Medical and Non Medical staff in addition to maintaining attendance records for all non-physician employees.

FINANCIAL ADMINISTRATION & PAYROLL

• Ensures daily patient payments are reconciled and balance to cash receipt logs.
• Maintains office petty cash system, assures ample funds available, adding funds when necessary, disburses funds upon submission of receipts. Maintains receipts and petty cash journal of expenses.
• Reviews PTO calendar, monitors OT, ensure all employees take break/lunch, and monitor unauthorized absences ensuring human resources are optimized at all times.
• Works with Patient Financial Services, Accounts Payable, and Finance Departments to ensure proper reconciliation of care slips, packing slips, invoices, & receipts.

MANAGEMENT REPORTING AND CONTROLS

• Reviews Medical Staff schedule to ensure patients are scheduled appropriately:
• Patients are rescheduled if a provider is out of the office
• Patients are scheduled in a condensed manner
• Patients are scheduled according to provider's appointment duration
• Notifies Regional Manager if schedule patient volume is low, providers' schedule is not blocked out correctly, or of anything abnormally scheduled
• Assist in monitoring injectable & product inventory by securing information from practice management system.
• Responsible for helping to ensure appropriate provider to patient ratios, and ensures scheduling accuracy
• Responsible for monitoring automated appointment reminder calls (Next Patient) and appointment requests (ZocDoc), while maintaining expected productivity of practices.

GENERAL ADMINISTRATION

• Working knowledge of all cosmetic services and products including injectable, fillers, surgical procedures, lasers, and aesthetician services.
• General understanding of medical dermatology
• Ensure maintenance and organization of medical records department, while ensuring strict adherence to HIPPA guidelines.
• Initial point of contact for escalated patient complaints.
• Notifies Regional Manager of any office maintenance issues. Oversee the repair and maintenance of all office equipment and facilities. Assist with decisions regarding equipment needs and the use of facilities.
• Attends provider and department staff meetings as requested.
• Active participation in organizational seminars and events.
• Places orders for supplies as needed.
• Other projects and duties as directed by the Regional Practice Manager/Senior Management.

Experience - 2+ years Medical Office Managerial experience (Dermatology a plus)

Computer Skills - Microsoft Office Suite that includes, Word, Excel, PowerPoint and Teams. EMA, and Laboratory Information Systems and Time Management System. The ability to learn new computer programs.