Working Practice Manager/Front Desk Operator

Couture Dermatology and Laser Beverly Hills

Beverly Hills, CA, USA

Published: 6/14/2022

Travel & Tourism

Full Time

Job Description

Working Practice Manager/Front Desk Operator

This position reports to the physicians and is staff's liaison to the physicians and the physician's liaison to the staff.

This is a management position. This person will supervise and manage all staff within the practice. This person should attend a portion of the physician meetings to bring problems to the physician's attention.

Attend to patients on the phone and in person. Co-ordinate and organize appointments and administration to facilitate the efficient running of the office.

Financial:

Budget and plan each year’s income and expense, by category. Prepare monthly management reports which will give a true picture of the financial operations of the group.
Know MGMA benchmarks for the specialty and maintain A/R ratios within benchmarks by monitoring and managing the billing effort.
Project capital expenditures.
Analyze expenses and overhead to manage and control these on a monthly basis.
Manage cash flow and perform accounts payable.
Analyze fees of services and project the true costs of delivering each service, and test to assure profit on services.
Liaison with the accountant. Spot check balancing, payments, and bookkeeping to assure proper procedure.

Personnel:

Establish written job descriptions for each position.
Manage and supervise all positions within the practice. Interview, hire, and fire all personnel. Perform probation and performance reviews for all personnel. Discipline as necessary. Set salary levels.
Problem solve and resolve disputes between staff.
Hold regular staff meetings to improve communication between physicians and staff. Include continuing education between physicians and staff. Include continuing education and problem solving to improve operations.
Analyze and determine staffing patterns. Schedule staff to coordinate and assure full staffing.

Operations:

Manage inventory control system to assure proper levels.
Establish written office policies and procedures, including government mandated regulations, to assure continuity and conformity. Maintain current notebooks of policies and procedures for all departments and locations.
· Establish risk management policies in accordance to the physician malpractice carrier recommendations.
Analyze patient flow to assure prompt scheduling and limit waiting.
Manage computerization needs for billing & EMR and assess needs for upgrades.
Analyze need for and help design new services.
Assist with development of patient education materials, instructions pre- and post- procedures.
Assist with all patient relations and marketing activities.
Check patients in, give forms to new patients, update histories on established patients.
Sort mail

Front Desk Essential Functions:

Greet all patients
Check in and register all patients.
Schedule Appointments.
Collect co-pays and schedule follow up appointments.
Prep the charts for the next business day. Follow up on any information needed for appointment.
Answer and manage incoming calls.
Post all charges and payments appropriately.
Work up treatment plans and go over Treatment plans with patient and answer all patients’ questions in a professional manner.
Scan all paperwork and charts.
Balance the day’s charges and payments.
Prepare deposit making sure that everything balances.
Prep patient’s charts for upcoming appointments making sure that assistants have them in a timely manner.
Confirm all appointments for the next business day.
Make sure all post-op calls are made.
Check all faxes and distribute accordingly.
Make sure that lobby is kept clean and stocked with supplies.
Participates in educational activities and attends monthly staff meetings.
Conducts self in accordance with Employee Handbook.
Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations.

Skills/Experience:

Knowledge of dermatology terminology, procedures and diagnosis.
Knowledge of computer programs.
Knowledge of general office procedures.
Ability to operate a computer and basic office equipment.
Skill in answering a telephone in a pleasant and helpful manner.
Ability to read, understand and follow oral and written instructions.
Ability to establish and maintain effective working relationships with patients, employees and the public.
Must be well organized and detail-oriented.

Environmental/Working Conditions: Normal office environment. Occasional overtime may be required.

Physical Demands: Requires sitting and standing associated with a normal office environment. Manual dexterity needed for using a calculator and computer keyboard. This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, skills and working conditions may change as needs evolve.