Dermatology Practice Manager

Please review the job description carefully before submitting your resume.

Summary: The position of DERMATOLOGY PRACTICE MANAGER will provide managerial support to 3 locations in Greater Houston (the Museum District, Pearland and Webster). We are seeking an experienced practice manager with excellent communication and management skills, experience in front and back-office operations, and familiarity with medical dermatology, Mohs surgery and aesthetics. As a pivotal member of our team, you will play a key role in the success of our clinic by overseeing day-to-day office operations, fostering a positive and collaborative work environment and ensuring exceptional patient care.

Requirements

· 5 years of Dermatology experience REQUIRED

· 2 to 3 years of proven experience in healthcare management and clinic operations REQUIRED

· Strong understanding of medical dermatology and aesthetics, medical records management, and healthcare regulations and compliance standards such as HIPAA. REQUIRED

· Proficiency using Microsoft Office, eCW and/or EMR/EHR Systems is REQUIRED

· Reliable transportation to travel between locations, as needed REQUIRED

· 3 or more years of experience as a Practice Manager or Medical Office Manager (specialty clinic dermatology) is HIGHLY PREFERRED

· Bachelor's degree in business, Healthcare Management or related field is PREFERRED

· Demonstrated expertise in fiscal management including budgeting, financial reporting, and revenue cycle processes.

· Proficient in payroll and benefits administration, collections, insurances and billing procedures.

· Knowledge of Human Resource laws and compliance requirements.

· Exceptional organizational skills with the ability to work effectively in a fast-paced environment.

· Exceptional communication and interpersonal skills.

· Understanding of reputation management and marketing to build a practice and referral network.

Responsibilities: This position will work closely with the practice owners. It requires travel to all three practice sites in the Houston area on a regular basis.

Operations

· Oversee day-to-day clinic operations at all three locations (front desk, back office, clinical flow)

· Coordinate and approve staff schedules for providers, nurses/MAs, aestheticians, and front/back office (including callouts and overtime) to ensure each location is fully staffed.

· Oversee all billing and collections (medical + cosmetic/self-pay)

· Monitor A/R, denials, and aging reports, work with biller or billing company.

· Manage cosmetic revenue – track product sales, injectables usage, laser packages, membership programs.

· Oversee petty cash, daily deposits, and credit-card reconciliations at each office.

· Maximize revenue and increase efficiency in profitability for the practice.

· Generate reports and analyze data to track clinic performance, identifying areas for improvement and providing recommendations to the practice owners.

· Review inventory and purchase office supplies, medical supplies, injectables (Botox, fillers), and retail skincare products for designated locations within the allotted budget in collaboration with accounting and practice owners.

· Track and manage product expiration dates (especially neurotoxins and fillers)

· Negotiate contracts as needed (waste disposal, laundry, IT, credit-card processing, etc.)

· Source and manage vendor relations for medical equipment, healthcare supplies, cosmetic product lines, furniture, computers and essential items for the clinic, waiting room or office area.

· Schedule regular meetings with different departments and practice owners to review practice status, staffing issues, patient concerns and financials.

· Drive improvement efforts through effective staff and provider involvement, project management, and communication.

Human Resources & Staff Management

· Recruit, interview, hire, onboard and terminate staff for each location.

· Ensure onboarding paperwork is completed accurately and in a timely manner.

· Handle payroll, time-clock approvals, and benefits administration.

· Create, revise, implement and enforce office policies & procedures.

· Organize and lead monthly staff meetings at each location to evaluate performance of site and address any issues.

· Conduct daily or weekly huddles when on-site and provide feedback and updates.

· Perform disciplinary meetings and write-ups, when needed.

· Ensure employee performance reviews are completed after 90 days and conduct employee annual reviews, if required.

· Manage provider and staff morale.

· Maintain systems to address staff complaints.

Provider Support

· Protect provider time – keep schedules full but realistic (mix of medical, surgical, and cosmetic)

· Track and reorder physician preference items (specific suture, blades, Mohs supplies)

· Act as liaison between providers and staff (often the hardest part of the job)

Compliance & Risk Management

· Act as HIPAA Privacy & Security Officer.

· Ensure staff follow IT security practices and procedures and complete training as needed.

· Oversee OSHA compliance and safety training (bloodborne pathogens, laser safety, chemical handling).

· Ensure proper health and safety procedures and policies are followed, and staff are trained in new updates.

· Maintain CLIA certification.

· Coordinate annual inspections and accreditations.

· Manage incident reports.

Marketing & Patient Experience

· Oversee or directly handle practice marketing and reputation management (website, Google Business profile, social media, email campaigns, events).

· Build and maintain the growth of the practice in both medical and cosmetics.

· Ensure exceptional patient experience – phone etiquette, wait times, follow-up calls, patient call backs - that is in line with practice goals.

· Follow up with patients who provided negative feedback or if a problem needs to be addressed.

· Develop strategies to enhance patient engagement and satisfaction.

Benefits

· Medical insurance

· Dental and Vision insurance

· PTO

· Paid holidays

· Other benefits

Pay: $60, $80,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you willing to travel between the three office locations regularly to oversee office operations?

Education:

• High school or equivalent (Required)

Experience:

• Dermatology: 5 years (Required)
• Medical office management: 2 years (Required)
• eCW : 2 years (Preferred)

Work Location: In person