What are the responsibilities and job description for the Dermatology Administrative Management position at Leesburg Dermatology & Mohs Surgery?
Benefits:
- 401(k)
- 401(k) matching
- Company parties
- Competitive salary
- Dental insurance
- Employee discounts
- Flexible schedule
- Health insurance
- Paid time off
- Profit sharing
- Vision insurance
- Opportunity for advancement
- Training & development
Overview:
An Office Manager provides leadership, communication and guidance to all physicians, PAs, NPs, clinic team leaders and staff in their assigned clinics while promoting the values and mission statement of Forefront Dermatology.
This position is accountable for cultivating clinic culture and delivering a patient experience that result in the highest levels of patient satisfaction and retention. Management is accountable for helping to drive provider and clinic level economic profitability and growth by monitoring financial performance reports. Management acts as the primary communication liaison between Support Services and clinics including but not limited to companywide policy and procedural changes as well as clinic operational protocols. The management will effectively oversee two clinics via a combination of on-site and remote management, requiring travel to the other clinics with-in 10 a mile radius.
An Office Manager provides leadership, communication and guidance to all physicians, PAs, NPs, clinic team leaders and staff in their assigned clinics while promoting the values and mission statement of Forefront Dermatology.
This position is accountable for cultivating clinic culture and delivering a patient experience that result in the highest levels of patient satisfaction and retention. Management is accountable for helping to drive provider and clinic level economic profitability and growth by monitoring financial performance reports. Management acts as the primary communication liaison between Support Services and clinics including but not limited to companywide policy and procedural changes as well as clinic operational protocols. The management will effectively oversee two clinics via a combination of on-site and remote management, requiring travel to the other clinics with-in 10 a mile radius.
Job Overview
As a HR and Admin Manager, you will play a crucial role in overseeing all aspects of the human resources function and Admin function within the organization. You will be responsible for managing HR operations, implementing policies and procedures, and ensuring compliance with employment laws and regulations. Also you will be managing/handling day to day Admin jobs such as client reception, company bills payment application, etc.
As a HR and Admin Manager, you will play a crucial role in overseeing all aspects of the human resources function and Admin function within the organization. You will be responsible for managing HR operations, implementing policies and procedures, and ensuring compliance with employment laws and regulations. Also you will be managing/handling day to day Admin jobs such as client reception, company bills payment application, etc.
Duties
- Develop and implement HR strategies and initiatives aligned with the overall business strategy
- Manage the recruitment and selection process, including sourcing candidates, conducting interviews, and onboarding new hires
- Oversee employee relations, including resolving issues and conflicts
- Coordinate performance management processes
- Ensure compliance with labor regulations and company policies
- Manage employee benefits programs
- Supervise HR/Admin staffs and provide guidance on day-to-day operations
- Develop and implement HR strategies and initiatives aligned with the overall business strategy
- Manage the recruitment and selection process, including sourcing candidates, conducting interviews, and onboarding new hires
- Oversee employee relations, including resolving issues and conflicts
- Coordinate performance management processes
- Ensure compliance with labor regulations and company policies
- Manage employee benefits programs
- Supervise HR/Admin staffs and provide guidance on day-to-day operations
Skills
- Strong organizational skills to manage multiple tasks effectively
- Excellent communication skills to interact with employees at all levels
- Ability to supervise and lead a team of HR/Admin professionals
- Proficiency in human resources, Admin practices and principles
- Experience in calendar management and schedule coordination
- Knowledge of office management
- Vendor management skills to oversee external service providers
- Strong organizational skills to manage multiple tasks effectively
- Excellent communication skills to interact with employees at all levels
- Ability to supervise and lead a team of HR/Admin professionals
- Proficiency in human resources, Admin practices and principles
- Experience in calendar management and schedule coordination
- Knowledge of office management
- Vendor management skills to oversee external service providers
- Performance Results: Monitor and Analyze trends in revenue, productivity, appointments, work days and patient flow to maximize practice growth and provider performance. Monitors physician, PA, and NP vacation requests to maximize appointment availability and revenue potential.
- Leadership: Maximizes clinic operational efficiency, customer service, and performance, as well as physician, PA and NP satisfaction through effective leadership and communication.
- Team Leader oversight: Regular communication and review of clinic operations and planning for upcoming changes. This oversight includes:
- Staff issues, development and training
- Addressing physician, managers, and TLs concerns
- Coaching on areas of team leader responsibility as needed
- Equipment or supply needs and / or issues
- Review staffing analysis and staff schedules for adequate ratios and coverage
- Participation in economic performance directives related to direct clinic costs (labor, supplies, etc)
- Ensure timely collection of patient A/R by front desk staff
- Collaborate with Clinic Leadership: Actively participate in monthly meeting with all clinic leadership teams (Physicians, Mid-Level Providers, and TLs)for review of clinic operations and planning for upcoming changes including but not limited to:
- Review office economic performance
- Review other operational reports and measures for compliance
- Support Services operational updates on policy and procedural changes
- Discuss and address individual clinic questions and concerns as well as discuss overall company direction
- Extended operations team oversight: Lead Monthly Collaborative Group employee meeting with all direct TLs reports participating via phone and web
- Present standardized companywide TL meeting PowerPoint presentation
- Discuss additional content specific to particular clinics
- Review office economic performance; assess opportunities to better fill schedule and control supply and labor costs.
- Support teamwork within region by encouraging open dialogue amongst employees
- Human Resources/Staffing:
- Responsible for overall clinic staffing performance. This includes interviewing, selection, hiring, terminations, performance reviews, orientation, training and time and attendance or delegation thereof.
- Oversees accuracy of clinic staff work schedules and provides feedback to TL as needed.
- Reviews staff time & attendance reports and manages issues as appropriate. Ensures biweekly payroll approvals are completed timely for payroll.
- Ensures all staff are trained effectively
- Ensures TL leads effective monthly staff meetings
- Ensures team leader is effectively managing clinic operations to the satisfaction of the physicians, PAs and NPs and in accordance with company policies and procedures, values, and mission.
- Assists with addressing medical staff performance issues and completing annual staff performance evaluations per company policies.
- Ensures timely response to all phone messages, faxes, interdepartmental mail
- Responsible for attaining prior authorizations and maintaining a system to track from start to finish.
- Provides training and supervision to all new staff and ongoing training for existing staff including but not limited to corporate compliance (i.e. OSHA, HIPAA, Laser Safety) annual completion
- Ensures patients receive test results and are scheduled for treatment as appropriate, or sent a certified letter in the event they are unable to be reached or refuse recommended treatment.
- Performance Reviews
- Responsible for completion of staff performance reviews for direct reports.
- New Physician/PA/NP, Clinic, or Equipment Management
- Coordinates all aspects of new physician or PA/NP orientation and on boarding and serves as main point of contact throughout process.
- Coordinates equipment, scheduling, and all other aspects related to expanding or adding new services to an existing clinic.
- Responsible for ensuring all clinic supplies, equipment, and services are ordered and set-up for new clinics/projects.
- Ensures adequate number of staff are hired, oriented, and trained for new clinics/projects.
- Collaborates with clinic physician(s) to ensure clinic set-up and staff training are tailored to their needs.
- Responsible for supporting physician/PA/NP in facilitating practice promotion within the community.
Salary : $70,000 - $100,000
