Operations Manager

U.S. Dermatology Partners

SECTION 1: Job Summary (Summary of the basic functions of the position)

The Operations Manager works closely with the Practice Administrator and Providers to the ensure
day-to-day functions of the clinic are completed in regards to the operational structure of the office. The
duties include but are not limited to the items listed in Section 2.

SECTION 2: Duties and Responsibilities (Responsibilities necessary to accomplish job functions)

Process contracts and expense reimbursements, and track honorarium for Providers
Renew all providers' licenses and certifications
Complete and submit paperwork to apply for medical licenses in other states
Renew MICA policies
Renew DEA certificates for all providers
Help schedule staff trainings with reps
Schedule travel and accommodations for staff when necessary
Create staff meeting and ops meeting agendas
Type meeting minutes
Assist with quarterly inventory reports
Create a spreadsheet for Allergan purchases to confirm accuracy of rebate check
Pull Nextech reports and compile provider numbers for review
Sort mail and distribute to correct recipients daily
Order business cards, note pads, and appointment cards
Schedule photographer for staff headshots
Create job postings and post to Indeed
Conduct phone screening interviews, schedule interviews with candidates, call candidates' references, and assist with interviews
Manage phone system
Coordinate gifts for employees or patients
Approve and manage staff procedure requests and billing
Track monthly product sales for quarterly product bonus
Send invoices to patients and staff monthly
Send patients to collections
Assist the front when short-staffed
Update employee e-mail, phone, and birthday lists
Manage IT-work with EC Group on issues and projects
Assist with planning and executing events-Dream Street, Boot Camp, and Open House
Review timecards and make corrections when necessary
Track ETO-allowed and taken
Coordinate and manage HIPAA certifications for all employees
Keep track of covered parking for employees

SECTION 3: Experience Requirements

Successful completion of an accredited Dermatology Residency and current board certifications
10+ years of active dermatology medical practice
5+ years in a dermatology practice ownership role, preferred

SECTION 4: Knowledge, Skills and Abilities Requirements

Functional allocation: Medical - 40% Administrative 60%
Detail oriented, professional attitude, reliable
Management and organizational skills to support the leadership of this function
Ability to follow or provide verbal & written instructions with sufficient grammar and spelling skills to avoid mistakes or misinterpretations
Interpersonal skills to support customer service, functional, and team mate support needs
- Able to communicate effectively in English, both verbally and in writing
Mathematical and/or analytical ability for basic to intermediate problem solving
Basic to intermediate computer operation
- Proficiency with Microsoft Excel, Word, and Outlook
Specialty knowledge of systems relating to job function
Knowledge of state and federal regulations for this position; general understanding of HIPAA guidelines

SECTION 5: Supervisory Responsibilities:

Provides oversight supervision of providers from all practices.
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
Responsibilities include interviewing, hiring, and training employees, planning, assigning, and directing work; appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.

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Vacancy posted 1 day ago

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