Westlake Dermatology has an immediate opening for a Full-Time Office Manager position for our Dallas location. The Office Manager is responsible for overseeing the day-to-day operational functions of a designated office location. This role ensures that all office policies, procedures, and protocols are executed efficiently. Key responsibilities include staff supervision, patient communications, customer service, financial management, insurance administration, and general office administration and training. Candidate must have great attention to detail and excellent customer service skills; must have the ability to multi-task; and prior EHR (EMA) experience is a plus. Prior dermatology or plastic surgery experience is preferred.
Primary Responsibilities:
Personnel Management
Supervise front office staff, including scheduling, reception, phones, insurance, and medical records
Handle staffing issues such as call-outs, tardiness, coverage needs, and time-off requests
Create and manage monthly PC schedules and monitor overtime
Review and approve employee timecards
Conduct ongoing employee performance evaluations
Provide leadership and support across front and back office teams
Maintain a positive, engaged work environment
Deliver regular staff training and enforce company policies
Facilitate communication between staff and leadership
Administrative Operations:
Maintain physician schedules in coordination with provider preferences
Manage provider scheduling conflicts and coordinate reschedules
Monitor and ensure professional, timely patient interactions
Oversee patient check-in/out processes and front desk operations
Manage reminder call systems and reconcile no-show appointments
Supervise chart balancing and documentation routing
Oversee online appointment scheduling and requests
Provide product and procedure training to front office staff
Monitor and resolve scheduling errors and duplicate charts
Ensure accuracy in insurance entry and collection of referrals/authorizations
Complete RCM billing tasks and manage incoming department communications
Safeguard patient information per HIPAA and company standards
Oversee general office environment and cleanliness
Manage incoming faxes, emails, and prepare monthly meeting agendas
Education & Experience:
College degree preferred
Minimum of 2 years’ prior management experience required
Prior experience in a medical and/or cosmetic front office strongly preferred
Working knowledge of insurance plans, co-pays, deductibles, and patient confidentiality regulations
Essential Skills & Abilities:
Superior organizational, interpersonal, and communication skills
Strong leadership and decision-making abilities
Ability to build and lead an effective, collaborative team
Detail-oriented with a commitment to accuracy and timeliness
High standard for professionalism and presentation
Proficiency in Microsoft Office (Word, Excel), practice management, and POS software
Working knowledge of policies, procedures, and operational systems
Ability to handle sensitive information with discretion and confidentiality
Strong problem-solving skills and ability to manage multiple projects
Empathetic and patient-focused
Ability to counsel and discipline staff when needed
Skilled in building and maintaining positive relationships with physicians, staff, and patients
