Dermatology Office Manager

Bespoke Dermatology & Aesthetics; Rancho Cucamonga (CA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Commission

Employee discount

Job summary

Bespoke Dermatology & Aesthetics is seeking a reliable Front Office Manager to lead daily front office operations, support staff, and optimize workflows for an exceptional patient and employee experience.

Responsibilities include accurate patient registration, insurance verification, financial screening, and PHI protection under HIPAA. The role emphasizes team leadership, training, scheduling, and process improvement in a dermatology setting.

Qualifications

• 3+ years healthcare front office experience.
• 1-2 years of management or supervisory experience.
• Experience in dermatology or aesthetics is preferred.
• Knowledge of Medi-Cal/Medicaid, Medicare, and PPO insurance.
• Proficiency with EMR/EHR systems.

Responsibilities

• Supervise and oversee the daily activities of front office staff.
• Create and manage employee schedules and ensure appropriate staffing and coverage.
• Monitor and improve appointment utilization, no-show rates, and patient throughput.
• Oversee insurance verification, eligibility, authorization, and financial screening processes.
• Maintain patient confidentiality and PHI in accordance with HIPAA requirements.

Skills

Leadership

Communication

Team management

Customer service

HIPAA compliance

EMR/EHR

Office software

Bilingual English/Chinese

Education

Bachelor's degree in Healthcare Administration or related

Tools

EMR/EHR systems

Job description

About the Role:

We are seeking a reliable, organized, and confident Front Office Manager to join our dermatology practice. The ideal candidate is a strong leader who can oversee daily front office operations, support and develop staff, optimize workflows, and maintain a smooth and efficient workplace while ensuring an exceptional experience for both patients and employees.

The Front Office Manager plays a critical role in maintaining accurate patient registration, insurance verification, financial screening, and the protection of Protected Health Information (PHI) in accordance with HIPAA regulations.

Key Responsibilities:

Team Management & Leadership:

• Supervise and oversee the daily activities of front office staff.


• Create and manage employee schedules and ensure appropriate staffing and coverage.


• Monitor and improve appointment utilization, no-show rates, and patient throughput.


• Delegate responsibilities and ensure tasks are completed accurately and efficiently.


• Provide ongoing coaching, training, guidance, and performance feedback.


• Support staff onboarding and cross-training.


• Address employee concerns and resolve workplace conflicts professionally and effectively.


• Collaborate with clinical and administrative leadership to optimize workflows and office operations.

Front Office & Patient Experience:

• Ensure front reception staff provide excellent customer service, patient communication, scheduling, and phone etiquette.


• Ensure appointments, check-in/check-out, and front office workflows are handled efficiently.


• Assist staff with challenging patient situations and resolve patient concerns professionally.


• Maintain high standards for patient satisfaction and service.


• Ensure patient registration and demographic information are accurate and up to date.

Insurance & Financial Operations:

• Oversee insurance verification, eligibility, authorization, and financial screening processes.


• Ensure accurate collection of copays, deductibles, and outstanding balances.


• Monitor insurance-related issues and work with staff to resolve discrepancies.


• Monitor and improve front office processes to reduce errors and prevent revenue loss.


• Develop strategies to improve efficiency, reduce costs, increase revenue, and maximize billable visits.

Office Operations:

• Ensure the front office environment is safe, clean, and organized


• Oversee office supply and inventory management and ensure adequate stock levels.


• Coordinate purchasing of office and administrative supplies.


• Ensure the office is properly prepared and fully operational each day.


• Ensure staff consistently follow office policies, procedures, and operational standards.


• Maintain patient confidentiality and ensure proper handling of PHI in accordance with HIPAA requirements.

Qualifications:

• Minimum 3 years of healthcare front office experience.


• Minimum 1-2 years of management or supervisory experience.


• Bachelor's degree in Healthcare Administration, Business Administration, or a related field preferred; equivalent relevant experience may be considered.


• Experience working in a medical, dermatology, or aesthetics practice preferred.


• Knowledge of Medi-Cal/Medicaid, Medicare, and PPO insurance.


• Experience with insurance verification, eligibility, authorizations, and medical billing processes.


• Proficiency with EMR/EHR systems and office management software.


• Strong leadership, communication, and interpersonal skills.


• Ability to effectively manage, motivate, train, and develop a team.


• Excellent organizational, time-management, and multitasking abilities.


• Strong problem-solving and conflict-resolution skills.


• Ability to make sound decisions, take initiative, and work independently.


• Professional and confident when communicating with employees, patients, providers, and representatives.


• Strong computer and administrative skills.


• Bilingual English/Chinese is a plus.

Benefits:

• 401(k)


• Health insurance


• Paid time off


• Commission


• Employee discount