OFFICE MANAGER - DERMATOLOGY PRACTICE - M-Th, 7:00a-4:30p

• Recommends measures to improve performance and increase efficiency in the office including policy, budget, patient care, ergonomics, employee relations and other practice related items.
• Delegate responsibilities to others and assure that staff members are performing their functions correctly.
• Financial management in coordination with the TTC Accounting to include overall responsibility for accounting, bookkeeping, billing, reimbursement, fee schedule management and purchasing for the office.
• Strategic planning and marketing management to include promoting practice and physicians in an effective manner to the public and referral sources and identifying new revenue streams.
• Risk management to include corporate liability protection, compliance with corporate OSHA & HIPAA initiatives and protecting patient safety.
• Professional responsibility to include knowledge & leadership skills, ethical standards, staff motivation and continuing education.
• Attends educational seminars and activities that benefit the practice, including office manager trainings/meetings including monthly meetings Wednesdays at 3pm (~1hr)
• Initiates and facilitates staff meetings and meets with physician as needed to discuss business strategy and any concerning issues related to practice operations or staffing.
• Completes performance evaluations with staff in coordination with the physician, interview/review applicants for office staff positions, supervise and train new staff, lead staff development to limit staff turn-over.
• Complete necessary payroll forms and authorize/deny overtime or PTO time requests.
• Monitor and improve, when necessary, employee morale.
• Effectively communicate with the Drs. and staff and keep them updated on issues of concern.
• Attend practice manager meetings.
• Maintain personal relations with patients, address and resolve patient complaints or concerns to ensure patient satisfaction.
• Maintains adequate equipment and supplies and acquires proper approval for capital expenditures.
• Develops goals (in conjunction with physicians) and follows through to completion.
• Reviews applications, coordinates and interviews new applicants for positions that need to be filled, in coordination with the physician.
• Ensure patient satisfaction is maintained as best as possible both in office and with any social media/website/google reviews
• Complete other necessary office tasks including orchestrating fire drills, maintaining refrigerator logs (monthly), sample/prescriptions, etc in coordination with office staff
• Complete medical coding paperwork and/or handle collections/delinquencies

• Analyze and interpret department financials and assist with budget formation.
• Perform clinical and/or clerical work for the betterment of the medical office (including patient calls regarding sensitive pathology results as requested, maintenance of pathology binder/ensuring biopsies performed have been received and plan of action taken per physician and subsequently coordinated as needed, melanoma/skin cancer tracking, coordination of surgical or tertiary center referrals, assistance with prior authorizations as needed) and able to determine a strategy to delegate coverage of staffing deficiencies and if not possible, being willing to personally step in to cover temporary staffing deficiencies until situation has resolved/needed staff is hired.
• Assists with planning of office events including open houses, etc.
• Assists with completing/navigating appropriate office reviews and working with myself and the Toledo Clinic Billing department to resolve billing complaints received from patients.
• Strategy and marketing management to promote providers, staff, and practice to public and referral sources (including social media calendar/strategic planning of promotions, optimize timing of promotions to ensure product is used prior to expiration, etc), monitoring of website and social media accounts (Instagram/Facebook, etc), monitoring and promoting google reviews, optimizing use of marketing resources already available through current accounts (cosmetic, etc)
• Other projects and duties as assigned.

The Toledo Clinic