Medical Office Manager

This is a unique opportunity to join a successful, growing practice with seven employees including the doctor and physician assistant.   The office manager is responsible for the office administrative functions to ensure the highest level of patient satisfaction, regulatory compliance is observed and the facilities are clean, orderly, well stocked and staffed appropriately and reports to the physician assistant.

Essential Duties and Responsibilities:

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• Ensures the office is open at 8:30 AM and closed at 5:00 PM and that the front desk is appropriately staffed at all times

• Hires and trains the front office staff

• Monitors the performance of front office staff and provides performance feedback on a regular basis to ensure a high level of performance

• Analyzes call reports to adjust staffing as appropriately.

• Reviews and approves PTO for the front office staff

• Ensures the office areas are all kept neat, clean and orderly

• Oversees scheduling, reception, patient intake and records

• Manages all aspects of insurance including the billing, receiving payments and posting checks from insurance companies

• Interacts with all insurance companies regarding fee schedules, regulations, contracts, EFT

• Handles all billing escalation questions from patients and insurance companies

• Works with IT for initiation and resolution of all IT issues in the practice:  phones, computers, VM, email, eclinical

• Coordinates marketing activities for the practice such as coordination with vendors, internal staffing coordination, event planning and execution.

• Serves as primary contact for all outside vendors (pharma sales representatives, etc.) providing services for or visiting the practice    

• Handles patient escalations/questions/inquiries in clinic and on phone 

• Creates weekly and monthly reports from ECW for staff commission, PA and doctor billings and ECW reports for accounting

• Updates training spreadsheet with payments

• Ensures payment for invoices as required 

• Reviews, answers and/or routes all email inquiries 

• Other duties as necessary

• AA/BA preferred 3+ years experience in an office management role or an equivalent combination of education and experience

• 1 - 2 years of supervisory experience

• High level of discretion to work with confidential information

• Strong supervision skills

• Excellent written and verbal communication skills

• High level of customer service ethic with courteous demeanor

• PC proficient and knowledge of MS Outlook and Office skills imperative

• Strong attention to detail

• In-depth knowledge of insurance terms and processes

• Knowledge of dermatological terms and products preferred