Assistant Office Manager

Assistant Office Manager

Company Overview

At DOCS Dermatology Group, we are not just one of the largest dermatology practices in the nation; we are a dedicated community passionate about skin health! With more than 200 providers across 20 practice brands and 100+ locations in 10 states, we've been transforming the lives of our patients for more than 40 years. Our mission is clear: to prioritize our patients with outstanding medical, surgical, and cosmetic dermatology services, all delivered in a friendly, convenient, and compassionate environment.

Job Summary

The Asst Office Manager (OM) delivers an elevated patient experience while coordinating daily office operations, team workflow, inventory, vendors, equipment service, local marketing, and promotional execution. The Asst OM partners closely with the Office/Practice Manager, providers, Functional Lead, and spa resources to ensure consistent standards, strong communication, efficient operations, and aligned growth efforts across the assigned market.

The role provides day-to-day workflow leadership and serves as a primary point of coordination. Formal supervisory authority, including hiring, discipline, performance reviews, and compensation decisions, remains with designated management unless separately assigned.

Key Responsibilities:

Lead and Day-to-Day Operations

• Coordinate day-to-day office activities to support safe, efficient, patient-centered operations.
• Manage coordination of staff schedules, provider scheduling templates, PTO, coverage needs, and other scheduling tasks as assigned.
• Serve as the first point of contact for routine workflow questions, operational issues, and service-recovery needs; escalate clinical, compliance, employee-relations, and financial matters appropriately.
• Organize daily priorities, communicate assignments, monitor completion, and support coverage during staffing gaps or high-volume periods.
• Conduct daily check-ins with providers and key team members to anticipate schedule, staffing, supply, equipment, and patient-experience needs.
• Identify workflow barriers and recommend practical improvements to the Office Manager.
• Support onboarding and training of Patient Care Coordinators and reinforce procedures, service standards, and brand expectations.
• Complete and validate opening, closing, end-of-day reporting, deposit, and operational checklists as assigned.
• Maintain a clean, organized, professional office environment, including treatment rooms, patient-facing spaces, retail displays, and back-office areas.

Inventory Management

• Own routine inventory oversight for retail skincare products, treatment supplies, office supplies, and other assigned consumables.
• Maintain accurate par levels, counts, expiration-date controls, storage organization, and inventory logs.
• Monitor usage trends, anticipate demand related to schedules and promotions, and submit replenishment requests within approved processes and budgets.
• Receive, inspect, reconcile, label, and store deliveries; promptly resolve shortages, damage, discrepancies, and backorders.
• Reduce waste and stockouts through rotation, timely escalation, and reporting of slow-moving, expired, or at-risk inventory.

Local Marketing and Promotional Coordination

• Develop and maintain outreach relationships with appropriate local businesses, community partners, and referral opportunities in coordination with DOCS marketing and leadership.
• Support approved local marketing activities, events, cross-promotions, and community engagement while adhering to brand, privacy, and compliance requirements.
• Partner with the Functional Lead and Timeless resources to synchronize promotions, treatment offerings, messaging, timing, pricing, materials, and staff readiness between Columbus and Dayton.
• Ensure the office team understands current promotions, eligibility rules, talking points, scheduling requirements, and workflows before launch.
• Track outreach activity, leads, conversions, promotion utilization, and patient feedback; share results and improvement opportunities with leadership.
• Do not independently commit DOCS to discounts, pricing, sponsorships, advertising, or contractual obligations without required approval.

Vendor and Laser Service Coordination

• Serve as the operational point of contact for assigned vendors, coordinating routine communication, deliveries, service visits, issue resolution, and follow-up.
• Maintain vendor contacts, service records, warranties, maintenance schedules, quotes, and related documentation.
• Coordinate approved laser preventive maintenance and repair requests, including gathering error details, contacting authorized service providers, scheduling access, tracking downtime, and communicating status.
• Follow manufacturer guidance and internal safety procedures; immediately remove unsafe or malfunctioning equipment from service and escalate concerns.
• Do not perform internal technical repairs or bypass safety controls unless specifically trained, authorized, and permitted by the manufacturer and DOCS policy.
• Verify completion of service work, retain documentation, and escalate repeat failures, extended downtime, or unapproved costs.

Patient Experience and Scheduling

• Provide a superior level of patient support, education, customer service, and facility experience throughout the patient encounter.
• Complete appointment tasks, including tagging, taking and filing authorized patient photographs, and uploading patient paperwork into the EMR.
• Educate patients using approved procedure and skincare information within the role's scope and direct clinical questions to a licensed provider.
• Communicate professionally with patients by phone, electronic communication, and in person, using appropriate wording and tone.
• Manage schedules strategically, including bookings, cancellations, modifications, waitlists, and proactive adjustments that support provider utilization and patient satisfaction.
• Respond to patient communications promptly, document appropriately, and route messages to the correct team member.Communicate procedural issues, workflow concerns, and patient escalations to the appropriate manager or provider.

Records, Sales, and Financial Responsibilities

• Document patient encounters, stated concerns, and escalations accurately and ensure patient information is current.
• Assist with EMR workflow issues and credentialing activities for the practice, providers, and estheticians as assigned.
• Recommend approved products and treatments appropriately, without pressure and within role scope, to support patient needs and established sales goals.
• Maintain lead-conversion goals for initial inquiries and complete timely follow-up.
• Perform assigned financial opening and closing tasks, including end-of-day reconciliation and deposits, in accordance with internal controls.

Privacy, Compliance, and Safety

• Comply with HIPAA, company policies, applicable laws, and established clinical, financial, marketing, and safety protocols.
• Maintain strict confidentiality of patient information, business practices, pricing, employee information, and internal policies.
• Promptly report safety events, privacy concerns, compliance concerns, equipment incidents, or suspected policy violations through appropriate channels.

Minimum Qualifications :

• Bachelor's degree or 5 years previous experience in patient service, healthcare operations, hospitality, aesthetics, or a comparable setting.
• Demonstrated ability to coordinate workflows, organize competing priorities, follow through on issues, and influence team performance.
• Strong written and verbal communication skills with a professional, service-oriented approach.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Adobe Reader, and the ability to learn practice-management and EMR systems.
• Experience with inventory, vendor coordination, sales, local marketing, or aesthetic services preferred.
• Ability to exercise sound judgment, maintain confidentiality, and escalate matters appropriately.

Physical Demands :

• Regularly sit, stand, walk, talk, hear, and use hands and fingers to operate a computer, telephone, keyboard, and office equipment.
• Ability to move throughout the office and lift or carry up to 20 pounds, with or without reasonable accommodation.

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status