Office Manager

Westlake Dermatology has an immediate opening for a Full-Time off Office Manager for our Dallas location.The Office Manager is responsible for overseeing the day-to-day operational functions of a designated office location. This role ensures that all office policies, procedures, and protocols are executed efficiently. Key responsibilities include staff supervision, patient communications, customer service, financial management, insurance administration, and general office administration and training. Candidate must have great attention to detail and excellent customer service skills; must have the ability to multi-task; and prior EHR (EMA) experience is a plus. Prior dermatology or plastic surgery experience is preferred.

• College degree preferred
• Minimum of 2 years' prior management experience required
• Prior experience in a medical and/or cosmetic front office strongly preferred
• Working knowledge of insurance plans, co-pays, deductibles, and patient confidentiality regulations

• Superior organizational, interpersonal, and communication skills
• Strong leadership and decision-making abilities
• Ability to build and lead an effective, collaborative team
• Detail-oriented with a commitment to accuracy and timeliness
• High standard for professionalism and presentation
• Proficiency in Microsoft Office (Word, Excel), practice management, and POS software
• Working knowledge of policies, procedures, and operational systems
• Ability to handle sensitive information with discretion and confidentiality
• Strong problem-solving skills and ability to manage multiple projects
• Empathetic and patient-focused
• Ability to counsel and discipline staff when needed
• Skilled in building and maintaining positive relationships with physicians, staff, and patients

• Supervise front office staff, including scheduling, reception, phones, insurance, and medical records
• Handle staffing issues such as call-outs, tardiness, coverage needs, and time-off requests
• Create and manage monthly PC schedules and monitor overtime
• Review and approve employee timecards
• Conduct ongoing employee performance evaluations
• Provide leadership and support across front and back office teams
• Maintain a positive, engaged work environment
• Deliver regular staff training and enforce company policies
• Facilitate communication between staff and leadership

• Maintain physician schedules in coordination with provider preferences
• Manage provider scheduling conflicts and coordinate reschedules
• Monitor and ensure professional, timely patient interactions
• Oversee patient check-in/out processes and front desk operations
• Manage reminder call systems and reconcile no-show appointments
• Supervise chart balancing and documentation routing
• Oversee online appointment scheduling and requests
• Provide product and procedure training to front office staff
• Monitor and resolve scheduling errors and duplicate charts
• Ensure accuracy in insurance entry and collection of referrals/authorizations
• Complete RCM billing tasks and manage incoming department communications
• Safeguard patient information per HIPAA and company standards
• Oversee general office environment and cleanliness
• Manage incoming faxes, emails, and prepare monthly meeting agendas
• Coordinate Mohs and laser scheduling, maintenance, and office supply orders (if applicable)

• Oversee all financial transactions and collections for medical and cosmetic services
• Perform daily reconciliation of credit card payments and petty cash
• Enter missed charges and coordinate patient refunds with accounting
• Monitor collection of outstanding medical balances
• Communicate and track sales goals
• Provide month-end cosmetic/product totals to providers and staff
• Ensure timely submission of invoices to accounting

• Conduct and oversee monthly inventory counts
• Monitor product expirations and coordinate turnover with shipping
• Manage incoming product transfers and POs for timely and accurate receipt
• Maintain optimal inventory levels and accuracy at month-end
• Coordinate special events and associated inventory needs

• Ensure all staff uphold high standards of customer service
• Promote and support the practice's goal of achieving 100% Net Promoter Score
• Address and resolve patient concerns, including appointment disputes and negative feedback or online reviews