Dermatology Office Manager

Job Description

Job Description

About the Role:

We are seeking a reliable, organized, and confident Front Office Manager to join our dermatology practice. The ideal candidate is a strong leader who can oversee daily front office operations, support and develop staff, optimize workflows, and maintain a smooth and efficient workplace while ensuring an exceptional experience for both patients and employees.

The Front Office Manager plays a critical role in maintaining accurate patient registration, insurance verification, financial screening, and the protection of Protected Health Information (PHI) in accordance with HIPAA regulations.

Key Responsibilities:

Team Management & Leadership:

• Supervise and oversee the daily activities of front office staff.
• Create and manage employee schedules and ensure appropriate staffing and coverage.
• Monitor and improve appointment utilization, no-show rates, and patient throughput.
• Delegate responsibilities and ensure tasks are completed accurately and efficiently.
• Provide ongoing coaching, training, guidance, and performance feedback.
• Support staff onboarding and cross-training.
• Address employee concerns and resolve workplace conflicts professionally and effectively.
• Collaborate with clinical and administrative leadership to optimize workflows and office operations.

Front Office & Patient Experience:

• Ensure front reception staff provide excellent customer service, patient communication, scheduling, and phone etiquette.
• Ensure appointments, check-in/check-out, and front office workflows are handled efficiently.
• Assist staff with challenging patient situations and resolve patient concerns professionally.
• Maintain high standards for patient satisfaction and service.
• Ensure patient registration and demographic information are accurate and up to date.

Insurance & Financial Operations:

• Oversee insurance verification, eligibility, authorization, and financial screening processes.
• Ensure accurate collection of copays, deductibles, and outstanding balances.
• Monitor insurance-related issues and work with staff to resolve discrepancies.
• Monitor and improve front office processes to reduce errors and prevent revenue loss.
• Develop strategies to improve efficiency, reduce costs, increase revenue, and maximize billable visits.

Office Operations:

• Ensure the front office environment is safe, clean, and organized
• Oversee office supply and inventory management and ensure adequate stock levels.
• Coordinate purchasing of office and administrative supplies.
• Ensure the office is properly prepared and fully operational each day.
• Ensure staff consistently follow office policies, procedures, and operational standards.
• Maintain patient confidentiality and ensure proper handling of PHI in accordance with HIPAA requirements.

Qualifications:

• Minimum 3 years of healthcare front office experience.
• Minimum 1–2 years of management or supervisory experience.
• Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred; equivalent relevant experience may be considered.
• Experience working in a medical, dermatology, or aesthetics practice preferred.
• Knowledge of Medi-Cal/Medicaid, Medicare, and PPO insurance .
• Experience with insurance verification, eligibility, authorizations, and medical billing processes.
• Proficiency with EMR/EHR systems and office management software.
• Strong leadership, communication, and interpersonal skills.
• Ability to effectively manage, motivate, train, and develop a team.
• Excellent organizational, time-management, and multitasking abilities.
• Strong problem-solving and conflict-resolution skills.
• Ability to make sound decisions, take initiative, and work independently.
• Professional and confident when communicating with employees, patients, providers, and representatives.
• Strong computer and administrative skills.
• Bilingual English/Chinese is a plus.

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Commission
• Employee discount