Operations Manager

SECTION 1:

Job Summary (Summary of the basic functions of the position)
The Operations Manager works closely with the Practice Administrator and Providers to the ensureday-to-day functions of the clinic are completed in regards to the operational structure of the office. Theduties include but are not limited to the items listed in Section
2.SECTION 2:
Duties and Responsibilities (Responsibilities necessary to accomplish job functions)
Process contracts and expense reimbursements, and track honorarium for Providers Renew all providers’ licenses and certifications

Complete and submit paperwork to apply for medical licenses in other states

Renew MICA policies

Renew DEA certificates for all providers

Help schedule staff trainings with reps Schedule travel and accommodations for staff when necessary

Create staff meeting and ops meeting agendas

Type meeting minutes

Assist with quarterly inventory reports

Create a spreadsheet for Allergan purchases to confirm accuracy of rebate check

Pull Nextech reports and compile provider numbers for review

Sort mail and distribute to correct recipients daily

Order business cards, note pads, and appointment cards

Schedule photographer for staff headshots

Create job postings and post to Indeed Conduct phone screening interviews, schedule interviews with candidates, call candidates’ references, and assist with interviews

Manage phone system

Coordinate gifts for employees or patients

Approve and manage staff procedure requests and billing

Track monthly product sales for quarterly product bonus

Send invoices to patients and staff monthly

Send patients to collections

Assist the front when short-staffed

Update employee e-mail, phone, and birthday lists

Manage IT—work with EC Group on issues and projects

Assist with planning and executing events—Dream Street, Boot Camp, and Open House Review timecards and make corrections when necessary

Track ETO—allowed and taken

Coordinate and manage HIPAA certifications for all employees

Keep track of covered parking for employees SECTION 3:
Experience Requirements Successful completion of an accredited Dermatology Residency and current board certifications
10+ years of active dermatology medical practice5+ years in a dermatology practice ownership role, preferred SECTION 4:
Knowledge,

Skills and Abilities

Requirements Functional allocation:
Medical – 40% Administrative 60%
Detail oriented, professional attitude, reliable

Management and organizational skills to support the leadership of this function

Ability to follow or provide verbal & written instructions with sufficient grammar and spelling skills to avoid mistakes or misinterpretations

Interpersonal skills to support customer service, functional, and team mate support needs

Able to communicate effectively in English, both verbally and in writing

Mathematical and/or analytical ability for basic to intermediate problem solving

Basic to intermediate computer operation

Proficiency with Microsoft Excel, Word, and Outlook Specialty knowledge of systems relating to job function

Knowledge of state and federal regulations for this position; general understanding of HIPAA guidelines SECTION 5:

Supervisory Responsibilities:

Provides oversight supervision of providers from all practices.

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

Responsibilities include interviewing, hiring, and training employees, planning, assigning, and directing work; appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.
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