Office Manager

Pacific Dermatology Ins.; Redlands (CA); On-site; USD 70,000 - 93,000; Full time

Job summary

Pacific Dermatology Institute seeks a strong Office Manager to join our growing dermatology group. The role is second in command, overseeing clinic operations, staff training, credentialing, and compliance with CMS, CLIA, and OSHA. Travel to multiple clinics in the Inland Empire is required.

The candidate will lead staffing, ensure quality training, and manage documentation and reporting, while supporting providers and staff to meet targets in a fast-paced environment.

Qualifications

• Experience in health or business management/leadership.
• Bachelor’s degree in health administration or business.
• Completion of an accredited Medical Assistant Certification Program; National Certification preferred.
• Experience in a medical field, preferably dermatology.
• Advanced knowledge of HIPAA rules and regulations.

Responsibilities

• Lead clinic staff training and onboarding to ensure quality performance.
• Oversee hiring, credentialing, and training for participating health plans.
• Manage daily clinic operations and drive targets and goals.
• Ensure compliance with CMS guidelines, CLIA, and OSHA regulations.
• Prepare and review weekly/monthly logs and reports; maintain attendance records.
• Support back-office and front-desk scheduling to keep providers on time.
• Travel up to 25% to multiple clinics in Inland Empire and surrounding areas.

Skills

Leadership

Communication

Time management

Team supervision

Medical terminology

HIPAA knowledge

Education

Bachelor’s degree in health administration or business

Medical Assistant Certification (national)

BLS / First Aid Certification

Tools

EMR software

MS Office

Job description

Pacific Dermatology Institute is a full-service dermatology group that offers medical, surgical, and cosmetic treatments to meet all of your skincare needs.Office Manager: Pacific Dermatology Institute is looking for a strong, second in command, Office Manager to join our team, Tools and extensive training are provided for every Office manager in training to be successful at PDI.We’ve been growing rapidly for the last several years, we have 15 successful clinics currently and continuously growing, we are poised to be a dominant leader in our industry.We’re looking for a high performer who thoroughly enjoys a challenge. Are you ready to lead a winning team and help grow this established and well-respected operation? Let’s talk about a move-up in your career and bring your exceptional experience to this high performing company. If this describes you, we’d like to have a conversation with you today!Compensation:Salary $70,350 - $93,160.81Compensation will be commensurate with skills and experience. Includes base salary, performance incentives, health benefits, vacation/PTO, and 401K with matching contribution.Job duties and ResponsibilitiesWholeheartedly believes in, and exemplifies Pacific Dermatology Institutes Vision, Purpose and Goals on a daily basisMaintains a safe, secure, and healthy work environment by establishing and following standards and procedures that comply with PDI policies and procedures, CMS guidelines, CLIA, and OSHA regulationsAssists with and oversees the hiring of clinic staff and ensures quality training is completed in a timely and efficient mannerAssist with Provider documentation and credentialing information for all participating health planOversees the progress of assigned clinics in terms of meeting targets and goalsMaintains compliance for reviews of midlevel providers' medical recordsPrepares weekly bank batches, deposits and submits reports for reviewPrepares daily, weekly, monthly, quarterly, and year-end logs and reportsOversees the daily operations of assigned clinicsMay require assisting the back office or front desk receptionist to help keep staff and providers on schedule and taskIdentifies documents and promptly resolves operational or employee problems. Immediately informs the Director of Operations and Human Resources when a situation has the potential to adversely affect the corporationSupervises all assigned personnel and maintains current and accurate time and attendance recordsResponsible for maintaining and overseeing Lean standards (5S)Update job knowledge by participating in educational opportunities; reading professional publications, attend seminars, conferences and continuing education courses assigned by PDICompletion of competencies in every department within the first 12 months of employmentMaintain a clean driving record, a valid driver's license, and evidence of valid auto insurance at all timesHave full knowledge of PDI handbook, training materials and all policies and procedural updatesSupervisory ResponsibilityPlan and supervise the work of the assigned clinic staffVerify in HRIS System including but not limited to, timecards, time off requests, employee changesConduct 1:1 with direct reportsPhysical DemandsThe employee is required to stand and use both hands for typing for extended periods of time. Walk, climb or balance; and stoop, kneel, crouch, or crawl periodically. The employee must be able to lift and/or move up to 45 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.TravelThis position requires up to 25% travel. Travel to multiple clinic locations, which are located throughout the Inland Empire and surrounding areas, will be required throughout the week, and at times on short notice.This is a full-time, exempt position. Days of work are Monday through Friday. The Office Manager must be available during the core work hours. Long hours and occasional evening and weekend work may be required as job duties demand.Education and ExperienceExperience in the area of health or business management/Leadership. Bachelor’s degree from a four-year college or university in either field preferredCompletion of an accredited Medical Assistant Certification Program: National Certification preferredExperience working in a medical field, preferably in the field of DermatologyAdvanced knowledge of medical terminologyExpert knowledge with insurance practices including Managed Care, Medicare, Medicaid, and capitated guidelinesAt least one year of experience in a leadership capacityBasic Life Support (BLS), First Aid Certification preferredWorking knowledge of Electronic Medical Record software with experience conducting fast-paced scribing in a clinical medical environmentIntermediate to advanced knowledge of Microsoft Office productsAdvanced knowledge of ICD-10 and CPT codes, modifiers and proceduresAdvanced understanding of HIPAA rules and regulationsCompletion of all CDT training modules with a passing scoreSkills/AbilitiesExcellent communication and interpersonal skillsAbility to thrive in a fast-paced environment and prioritize tasks based on level of importanceProficiency using sophisticated medical equipmentTyping skills (45 wpm)Outstanding organization, multi-tasking, analytical, problem-solving, and time management skillsMust be able to coordinate a series of activities simultaneouslyMust show ability to work as part of a team; Ability to fill-in as neededMust have excellent leadership and management skills and the ability to work and achieve targets within stipulated time limitsMust be able to work independently with minimal supervisionMust be observant, detailed and customer service orientedAbility to motivate staffAbility to establish and maintain effective working relationships with providers, employees, patients and the publicAbility to seek, understand, demonstrate and implement changes