Overview:
We are seeking a highly organized and proactive Practice Manager / Administrative Operations Manager to oversee the day-to-day operations of a busy dermatology practice. This position is responsible for managing human resources, office administration, credentialing, billing oversight, IT coordination, insurance compliance, and provider support services. The ideal candidate is detail-oriented, tech-savvy, and capable of leading a dynamic team while maintaining operational efficiency and compliance.
Key Responsibilities:
Human Resources Management:
- Write and post job descriptions; screen applicants and conduct interviews.
- Coordinate hiring processes including job offers, onboarding, and documentation (I-9, W-4, direct deposit).
- Enroll new hires in EMR, time clock systems, ADP payroll, and health benefits.
- Maintain employee records and manage 401(k) eligibility and updates with Pension Administrators.
- Manage PTO, process timesheets, calculate commissions, and process payroll (including bonuses, raises, garnishments, loans).
- Handle employee concerns, complaints, and staffing issues.
Office Administration:
- Coordinate staff and provider scheduling; manage unplanned absences and schedule adjustments.
- Lead and facilitate staff meetings and trainings.
- Train new hires and provide annual insurance compliance training.
- Perform monthly exclusion checks per insurance contracts (SAM.gov, OIG.gov).
- Order and manage office and medical supplies, including cosmetic inventory (e.g., Botox, fillers).
- Maintain office equipment and liaise with property manager, maintenance, and security.
- Serve as backup for front desk and lab duties when needed.
- Handle patient complaints and conflict resolution.
- Deposit checks via scanner.
IT & Technology Oversight:
- Manage EMR system, ensure device compatibility, and implement tech solutions to
- improve efficiency.
- Liaise with vendors (Avaya, Comcast) to troubleshoot and maintain phone, fax, and internet systems.
- Coordinate annual security reviews and assist in equipment installation and troubleshooting.
Credentialing:
- Coordinate provider credentialing with hospitals and insurance carriers.
- Maintain up-to-date licensure and certifications; ensure CAQH profiles are current.
- Track and verify network participation for insurance affiliations.
Billing & Insurance Oversight:
- Supervise claim submission and payment posting; handle processes during staff absences.
- Stay current with coding/reimbursement rules (via contracts and Dermcoder).
- Work denied or delayed claims; communicate with clearinghouse (Trizetto) and insurance portals.
- Monitor EOBs, generate patient statements, and oversee collection issues when needed.
MIPS Compliance:
- Set up and manage MIPS group reporting through the QPP website and EMA.
- Monitor performance measures and notify providers/staff of corrective actions.
- Attend MIPS-related webinars, maintain documentation, and oversee timely submission.
Cancer Registry Reporting:
- Coordinate melanoma case reporting with Illinois Cancer Registry.
- Delegate reporting duties and serve as the point of contact for audits and requests.
Executive Assistance & Strategic Planning:
- Assist the Medical Director with staff management, business planning, and operational decision-making.
- Participate in office expansion, design planning, and coordination with architects/contractors.
Qualifications:
- Bachelor's degree in Healthcare Administration, Business, or related field preferred.
- 3–5 years of experience in medical office management or healthcare administration.
- Strong knowledge of HR processes, medical billing, and insurance compliance.
- Proficient with EMR systems, payroll software (ADP), and general IT troubleshooting.
- Exceptional organizational, communication, and leadership skills.
- Ability to manage multiple projects, meet deadlines, and maintain confidentiality.
Preferred Skills:
- Familiarity with dermatology or aesthetics practice workflows.
- Experience with MIPS, Trizetto, CAQH, and credentialing.
- Comfortable with training, conflict resolution, and staff development.
Benefits:
- Competitive salary (based on experience)
- Medical insurance
- 401(k) plan with employer contributions
- Paid time off
Pay: From $60,000.00 per year
Benefits:
- 401(k)
- Employee discount
- Health insurance
- Paid time off
Work Location: In person
