Daily Operations & Compliance
About the Role
We are looking for a hands-on, multi-talented Practice Manager to lead our clinic operations, support our clinical team, and elevate the patient experience. This role goes beyond traditional management—you will be the operational backbone of our practice, overseeing everything from compliance and payroll to vendor relations, staffing, and provider support. If you are a proactive leader who thrives in a versatile, fast-paced environment, we want to hear from you.
Key Responsibilities
- Optimize and maintain provider schedules; assist with front-office tasks including phone triaging, patient registration, insurance verification, and chart preparation.
- Develop and maintain Standard Operating Procedures (SOPs) across all office roles and clinic technologies.
- Establish and lead staff training for OSHA and HIPAA compliance; manage MIPS monitoring to protect practice revenue.
- Oversee office supply inventory and aggressively price-compare to keep operational expenses at a minimum.
- Manage physical office administration, including ordering and assembling office furniture.
- Collaborate with project managers during software integrations (e.g., Klara, ModMed Pay, Talkie).
- Design patient education handouts for common diagnoses to improve patient understanding and reduce call-backs.
Staff & Provider Support
- Act as the primary point of contact for staff, cross-training team members across front and back-office duties for maximum versatility.
- Lead recruitment workflows: conduct initial screenings, reference checks, and staff onboarding.
- Step in to support clinical flow as needed, including rooming patients, scribing, and assisting during procedures.
- Facilitate weekly provider check-ins; coordinate shift coverage, lunch breaks, and post-hours duties.
- Coordinate pharmaceutical and product representative visits, including collecting orders and organizing appointments.
Financials & Billing Support
- Process bi-weekly payroll and audit timecard entries using ADP.
- File and pay monthly Virginia state sales taxes and apply for out-of-state tax IDs as required.
- Process mail, scan billing items into EMR, make bank deposits, and execute precision accuracy checks.
- Secure medical pre-authorizations for surgical patients; collect and allocate patient payments received by phone or mail.
- Process patient refunds via check and mail; attend monthly billing meetings to support revenue cycle management.
Marketing & Provider Relations
- Represent ACS Dermatology at community wellness events (e.g., Ballston Farmers Market, Vienna Wellness Expo).
- Build referral relationships by visiting local medical offices or managing targeted outreach (introductory faxes, holiday gifts).
- Evaluate potential new vendors and product opportunities to improve clinic efficiency and pricing.
What We’re Looking For
- Software Experience: Hands-on proficiency with Modernizing Medicine (ModMed/EMA) and ADP is strongly preferred.
- Experience: Proven track record in medical office management or administration (dermatology clinic experience preferred).
- Compliance & Billing Knowledge: Strong understanding of HIPAA, OSHA, MIPS monitoring, and medical billing/pre-authorization workflows.
- Versatility & Leadership: Proven capacity to cross-train staff, manage scheduling, and step in across both front-office and back-office clinical support tasks as needed.
- Financial Skills: Demonstrated competency handling bi-weekly payroll, basic bookkeeping/deposits, and state sales tax filings.
- Soft Skills: Exceptional organizational ability, strong problem-solving skills, and a team-first mindset.
Pay: $75,000.00 - $95,000.00 per year
Work Location: In person
