Dermatology Practice Manager

Manager - to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Office Manager duties and responsibilities include scheduling staff meetings, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office Lead or Office administrator would be an advantage. A successful Office Manager should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Essential Duties

• Conduct staff meetings
• Serve as the point person for duties including maintenance and ordering of all office supplies. Mckesson, sutures, gloves, instruments, staples and general order. (1st and 15th of the month)
• Maintain the office condition and arrange necessary repairs with pictures, on-site contact information and address of location.
• Submitting payroll at the end of pay periods. Manager and employee must submit and approve timecards the Friday prior to end of payroll.
• After multiple infractions in payroll, manager must provide disciplinary communication submitted through worksite.
• Partner with senior manager to update and maintain office policies as necessary
• Coordinate with IT department on any office equipment issues
• Ensure that all package contents are accounted for and ensure all packing slips are signed sent to packing slip alias
• Assist in the onboarding process for new hires
• Address employees' queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Maintaining staff schedules
• All OSHA, HIPAA, and other government regulations will be followed
• Meet patient satisfactory and continuously work to improve patient satisfactory
• Teams message the Mohs surgeon, Mohs tech and senior manager the day before Mohs to confirm the date, start time and how many cases.
• Complete the manager check list daily, Monthly location checklist needs to be completed and sent to Senior Manager. (share drive)
  
  

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• Complete patient to staff ratio report daily (share drive)
• Printing Biopsy labels for FedEx pickups / ensuring it is added to the tracker / Specimen chat (Teams)
• Pathology check-off list. Manager must also review all biopsies accounted for and sign off on pathology log. All specimens routed to the correct laboratory
• Ensure staff are taking lunches before the 5th hour
• CCOF- for all eligible pts, leaving appointment notes
• Updating the inventory trackers (SharePoint- levulan, Taheri, skin subs) (Monday)
• Sending skin sub inventory picture to Senior Manager, Brian Gassaway, (Fridays, if applicable)
• Responding to google reviews and contacting the patient.
• Pharmacy inventory (last week of the month)
• Ensure Mohs slides/cards are properly stored after Mohs day
• Melanoma referrals / Adding communication notes in EMA
• Attend biweekly manager meetings.
• Ensure all pending prescriptions are sent
• Ensure sharps are being melted down and the tracker is updated monthly
• Ensure staff is asking patients to leave google reviews and the office is stocked with Taheri give away products.
• Work front/back office daily, fill in were needed.
• Ensure completion of the PA log
• Ensure staff duties are being completed
• Train/re-train new hires/staff
• Adjust provider schedule per the guidelines
• Respond to Klara, Emails, Teams and EMA tasks throughout the day
• Complete new hire checklist, 3 wk., 7 wk. and 12 wk. competency, and send to HR and senior manager.