Office Manager

Job Description

Job Description

Description:

Advocare Olivo Dermatology Center is seeking a dependable, highly organized, and experienced Office Manager to oversee the daily operations of our busy dermatology practice. The Office Manager will supervise both front and back office staff, coordinate provider and medical assistant schedules, handle administrative and billing matters, and ensure a seamless experience for patients. This individual must demonstrate strong leadership skills, attention to detail, and the ability to remain calm and courteous in a fast-paced medical setting.

Key Responsibilities:

• Patient Interaction & Communication
• Answer incoming phone calls in a calm, courteous, and professional manner
• Triage patient concerns, including urgent or emergency issues, and delegate appropriately to providers or staff
• Take and respond to voicemail messages and missed calls daily, ensuring prompt follow-up
• Schedule patient appointments and verify insurance eligibility at the time of booking and check-in
• Check patients in and out for appointments, verify copayments, accept payments for services/products, and log all transactions accurately
• Resolve patient questions regarding billing, refills, prior authorizations, and general care — escalating to the provider as needed
• Communicate with patients regarding issues related to insurance, authorizations, or other billing matters
• Bill no-show appointments per office policy

Provider & Staff Scheduling

• Manage the clinical schedules of three providers using eClinicalWorks (ECW)
• Review and approve time-off requests for medical assistants; ensure adequate staffing levels and coverage
• Maintain smooth clinic flow by adjusting schedules and resources as needed

Front Desk & Office Management

• Supervise and discipline front desk and medical assistant staff as necessary
• Maintain a clean, organized, and welcoming front desk area
• Monitor and maintain business office inventory and supply orders
• Ensure compliance with OSHA and HIPAA standards across all areas of the practice

Medical Administrative Oversight

• Oversee prior authorizations, referrals, and pre-certifications for procedures and prescriptions
• Verify that patients obtain appropriate referrals for scheduled appointments
• Troubleshoot and resolve issues with insurance eligibility, authorizations, or other billing problems
• Support front desk staff in daily tasks and serve as point-of-contact for escalated concerns
• Collaborate with the billing department to address and resolve patient billing complaints

Leadership & Operational Oversight

• Serve as liaison between staff, providers, and upper management
• Attend and contribute to practice management meetings
• Implement changes in office protocols, workflows, or policies as directed
• Be present and available during all scheduled office hours to ensure smooth and efficient operations

Schedule:

This is a full-time, on-site position. The Office Manager is expected to be physically present during all clinical office hours, including early mornings and late afternoons, depending on provider schedules.

Benefits Available:

• Multiple medical and prescription coverage options
• Dental and vision care plans
• Health Savings Accounts (HSAs), where applicable
• Flexible Spending Accounts (FSAs)
• 401(k) retirement savings plan
• Paid time off (PTO)

Qualifications:

• Minimum of 3 years of medical office management or supervisory experience (dermatology experience preferred)
• Experience using eClinicalWorks (ECW) or prior employment with Advocare strongly preferred
• Strong knowledge of dermatology-specific terminology, medical billing and coding practices, and insurance requirements
• Proficiency in handling prior authorizations, referrals, and pre-certifications
• Excellent communication, leadership, and organizational skills
• Calm, courteous, and professional demeanor when managing patient concerns or team issues
• Familiarity with OSHA and HIPAA compliance regulations
• Ability to multitask, prioritize, and delegate effectively in a fast-paced environment