Back Office Manager Jobs (NOW HIRING)

Golden State Dermatology is a physician-led and owned dermatology group rapidly expanding across California, with over 37 locations. We are a leading medical, surgical, and cosmetic dermatology group specializing in skin, hair, and nail conditions, Mohs micrographic surgery for the treatment of skin cancer, surgical and non-surgical cosmetic skincare, anti-aging, body contouring, and plastic surgery.

As a Back Office Lead at Golden State Dermatology, you will be responsible for overseeing the daily operations of the back office, ensuring the highest level of efficiency, patient satisfaction, and staff performance. You will serve as the primary point of contact for staff, providers, and patients, ensuring seamless workflow and compliance with company policies and procedures.

Position Summary:

Perform routine administrative and patient care supportive duties to assist physicians and other office staff members in the examination and treatment of patients and ensuring office runs smoothly. Responsible for patient care, clerical, environmental and organizational tasks.

• Prepares patients for examination and treatment. Accompanies patient to exam/procedure rooms. Assists patients in walking, transfers, dressing, collections specimens, etc.
• Opens office visit within EMA EHR.
• Reviews patient history, visit-reason, medications, patient understanding of procedures and notes same in EMA.
• Notifies provider of patient readiness for treatment, notes same in EMA
• Checks schedule in Practice Management System (eClinicalWorks) and organizes patient flow.
• Prepares exam and treatment rooms with necessary instruments and supplies. Ensures all treatment rooms cleaned and stocked at end of work day
• Assists physicians in preparing the patient and facilities for minor surgeries. Sets up for procedures.
• MIPS information is consistently and accurately completed in the medical record
• Prepares and maintains supplies and equipment for treatments, including equipment sterilization Confers with providers regarding patient procedure and treatment plans.
• Provide support to front desk by answering phones and scheduling patients. Solicits front desk staff to determine need for assistance at reception when all back-office duties addressed
• Assists with scheduling of patients tests and treatments. Retrieves and prepares charts daily for following days patients.
• Orders and maintains clinical supplies as needed. Assures no supplies out-of-stock and takes steps to avoid last-minute rush orders and re-stocking fees.
• Cleaning and spore testing of autoclave, adhering to scheduled maintenance and maintains records of same.
• Checking expiration dates on meds and samples, maintains records of date-checking. Maintenance of biopsy book, slides, and pathology reports. Records results in patient charts.
• Processing Rx refills in compliance with established procedures. Assures authorization for prescriptions as needed.
• Consistently demonstrates responsibility in managing the pathology and culture log.
• Environmental duties including but not limited to: cleaning and setting up exam and/or procedure rooms, cleaning instruments in accordance with infection control guidelines, cleaning sterilizer.
• Maintain weekly inventory records of medical supplies and initiate orders as needed. Sorts and stores supplies, restocks nursing station, and exam/procedure rooms.
• Has advanced skills and expertise in a variety of work processes or activities
• Act as a team lead, coordinating the work of others, but not a supervisor
• Can be a preceptor or focused on training new medical assistants
• Generates new and innovative solutions to complex problems
• Other duties as assigned by supervisor

Organizational Standards

• Demonstrates Knowledge of Job Duties
• Judgment: demonstrates sound forethought and logic in all actions
• Communications: written communications and email are clear and well organized. Checks email throughout the day.
• Communications: oral communications are clear and appropriate for business
• Team & Working Relationships: Effective in working with others. Actively assists other departments as needed, particularly front office.
• Safety: adheres to all workplace safety standards and policies
• Thorough knowledge of GSD skincare products; promotes products to patients and others in reception area.
• Understands GSD Marketing Plan and demonstrates commitment to plan through inquiries and documentation related to sourcing, positive attitude and suggestions to patients/potential patients.
• Stewardship of company resources: appropriate use of PC, email, rest areas, maintains a clean and organized work environment. Refrains from using company services and equipment for personal matters.
• Maintains strictest confidentiality, adheres to HIPAA guidelines Ability to organize and prioritize tasks/responsibilities effectively
• Attendance: reports for work on-time and as scheduled, available for work as needed
• Promotes Golden State Dermatology in an effort to enhance patient comfort and further organization reputation of excellence in the patient, medical, and associated business communities. Conveys a positive image of Golden State Dermatology.

Requirements Knowledge, expertise:

• Proficiency in EMA electronic health record
• Thorough understanding of dermatology treatments, including medical, surgical, laser, phototherapy, and others.
• Excellent customer service skills.
• Knowledge of skincare and specialty supplies.
• Work requires the ability to understand and follow oral and written instructions generally acquired through a high school education and medical assistant programming.
• Working knowledge of sterile techniques and special procedures that are applicable to work performed.
• Working knowledge of procedures and techniques involved in administering routine and special treatments to patients.
• Working knowledge of sanitation, personal hygiene and basic health and safety precautions applicable for work in a clinic setting. Working knowledge of infection control procedures and safety precautions.
• Age specific competencies.
• Daily office preparation process; registration, scheduling, charge posting, order entry. Able to document and communicate pertinent information
• Ability to establish and maintain effective working relationships with patients and clinic staff
• Knowledge of communicable diseases, toxic substances, medical lasers, medicinal preparations and other conditions common to a clinic environment
• Skilled in tact and diplomacy in interpersonal interactions
• Skilled in patient education needs by effectively sharing information with patients and families.

Certifications, training, licensure:

• Graduation from accredited Medical Assistant program. Proof of high school or GED graduation.
• Certification from the American Association of Medical Assistants.

Safety Requirements:

• Universal precautions
• Laser and phototherapy safety precautions
• Safe lifting

Physical Requirements:

• Requires full range of body motion including handling and lifting patients, manual and finger dexterity and eye-hand coordination. Involves standing and walking. Requires normal visual acuity and hearing. Requires exposure to bodily fluids.
• Heavy lifting and the ability to transport stretcher and wheelchair patients may be required.
• Sitting up to 8 hours per day. Frequent sitting and standing from a sitting position. Use of keyboard and/or computer mouse up to 8-hours per day.
• Ability to use a stepstool, reach overhead. Ability to pull charts from and return charts to medical record storage shelves.

Decision Making Authority:

• Selecting and assigning patient exam rooms, scheduling patients, identification of matters requiring physician attention.

GSD strongly encourages employees to receive the COVID-19 primary series vaccination.

Golden State Dermatology participates in the E-Verify program.  E-Verify is a free, web-based system that allows employers to confirm their employees’ eligibility to work in the United States.  It does this by comparing information from an employee’s Form I-9, Employment Eligibility Verification, to records from the U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA).

Golden State Dermatology is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants for employment and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic.