Assistant Office Manager

Assistant Office Manager

The Assistant Office Manager will support our medical office with administrative, compliance and operational needs. Supporting our clinic's daily operations through providing excellent customer service, administrative support and fulfilling general clerical office duties as well as responsible for general medical assistant duties when needed. This position contributes to the overall positive work environment of the office by treating peers, managers, providers and patients with fairness, professionalism and courtesy. This role must ensure adherence to all HIPAA, OSHA, federal and state guidelines specific to patient care and privacy.

The Assistant Office Manager plays a key role in the efficient daily operations of our San Francisco dermatology practice. This role supports the Clinic Manager, leads the front- and back-office teams, ensures exceptional patient experience, and plays a critical part in meeting clinic goals.

With the launch of our Red-Light Therapy Membership Program, this position will also focus heavily on sales, promotion, membership growth, and team training.

Essential Functions & Responsibilities:

• Support the Office with administrative, compliance and operational needs
• Front office duties include opening/closing duties, answering phones, assisting patients with checking in and out, verifying insurances and billing information, do cash counts and cash deposits.
• Keeping inventory of office supplies, products and injectables and ordering of supplies, as needed.
• Communicate with office leadership to provide administrative updates: acts as liaison between physicians, office administration, and other business departments.
• Tracking of employee schedules and performance; monitoring timesheets and payroll records.
• Create staffing schedules, effectively monitors workflow and work volume and re-allocates to meet regular and special scheduling requirements
• Assist with OSHA, CLIA and other compliance needs
• Oversees all front office functions.
• Resolve patient concerns promptly and professionally, escalating issues appropriately.
• Oversee front desk operations, including appointment scheduling, check-in/out, and patient communication.
• Maintain a clean, organized, and welcoming clinic environment.
• Maintain a regular, visible presence in each department, ensuring that the patient's experience is positive.
• Taking medical histories, recording patients' chief complaint and documenting provider evaluation notes of visit in patients' chart.
• Monitoring and documenting patient symptoms for physicians' review during clinical exams.
• Preparing patients for examination-Prepping exam rooms for clinical, surgical or cosmetic procedures and assisting providers during exams with patient care.
• Ensuring all consents are signed by the patient prior to provider performing any type of procedure.
• Pre and post photos to be taken and documentation to be listed in detail for any cosmetic procedure
• Maintaining proper cleaning of medical instruments and sterilization.
• Reviewing office use medication and patient samples expiration dates.
• Properly disinfecting and restocking of medical supplies in patient exam rooms

Sales & Membership Program (Red-Light Program Launch)

• Lead the rollout of the new Red-Light Therapy Membership Program in the San Francisco clinic.
• Actively promote, present, and close memberships, products, and cosmetic services.
• Meet monthly sales targets tied to membership conversions and cosmetic service revenue.
• Train and motivate staff to confidently discuss membership benefits and answer patient questions.
• Build excitement and awareness among patients through in-clinic promotion, follow-up outreach, and education.
• Partner with the marketing and leadership team to refine membership offerings and improve conversion rates.

Staff Training & Development

• Coach and mentor team members to improve performance, professionalism, and service quality.
• Support employee evaluations and provide feedback to the Clinic Manager on performance and staffing needs.

Skills & Abilities:

• Skilled in verbal communications to clearly convey complex problems and proposals in both formal and informal situations
• Proficient in Microsoft Office and Electronic Health Records systems such as EMA.
• Able to work opening and/or closing shifts, Monday through Saturday, if needed

Qualifications & Experience Required:

• Minimum of 3 years Administrative Assistant and/or Medical Front and Back-office experience
• Medical Assistant experience
• Exceptional Customer Service skills
• Sales experience a plus but not required
• Ability to work independently, demonstrating sound judgement
• HS diploma or GED