Why You’ll Love This Job
FULL-TIME, PERMANENT POSITION. PRIOR EXPERIENCE IN A LEAD ROLE IN A MEDICAL PRACTICE IS REQUIRED.
Thank you for taking the time to explore a career with our medical practice! The ideal Assistant Office Manager candidate would be someone who can multitask and is very reliable, detail oriented, ideally knowledgeable about dermatology, a team-player and leader who enjoys working in a fast paced & professional medical practice environment. In this role, you will work closely with the office manager to train team members and strive to portray the best image of the practice to our patients.
Basko Dermatology is the highest rated dermatology practice in the Naperville community and the surrounding areas. Led by a very talented and highly accomplished physician, Dr. Basko-Plluska, and a patient care team that prides itself in the best customer service, our practice is committed to increasing our patients’ awareness about skin health and engaging them in shared decision making. Our office is conveniently located in the I-med campus, off of 75th Street and has ample free parking.
Job Duties and Responsibilities
***Work closely with the Office Manager (OM) on all of the following responsibilities
Scheduling/EMR*
- Staff scheduling, including daily tasks, sick call-in, coverage, punctuality in absence of office manager or as assigned
- Train Scheduling and Front Desk staff as necessary
- Be able to cover phones, scheduling and other aspects of the front desk as necessary
- Ensure that all patient appointments in the EMR system are made according to existing practice policy
- Update patient chart and account information as indicated and make certain all insurance information and referrals in system are current
Training*
- Screening prospective candidates for Scheduling and Front Desk
- Onboarding of new staff (Scheduling & Front Desk)
- Review and develop training materials & protocols for all Scheduling and Front Desk positions
- Developing cross training experience for Scheduling & Front Desk
- Monitor the training process of the trainees by doing regular check ins
- Meeting with the Office Manager and/or Director of Operations regularly
Compliance*
- Make sure that all new employee forms are obtained and files are complete
- Monitor the to-dos of all parties, ensuring that to-dos are being completed in a timely fashion
- Monitor recalls inbox, ensuring appropriate calls are made
- Monitoring waiting area to make sure patients are being roomed in timely fashion
- Monitoring dress code and personal appearance of all staff
- Confirming that All Staff are familiar with policies and are complying with them
- Ensure that opening and closing tasks are performed
- Oversee cash balances at end of day
- Monitoring lunch breaks to optimize coverage and ensure staff break time
- Monitoring surgical schedule for accuracy
- Monitoring all provider schedules to optimize scheduling efficiency
- Communicating with staff if a new procedure is added
- Communicating and advising with IT regarding technology issues and changes
Customer Service*
- Bring to the attention of OM any escalated calls
- Be committed to portraying the best image of the practice to our patients
- Monitor reviews about the practice
- Respond to negative reviews received after discussing with OM and Director of Operations
- Share positive reviews with the team
Administrative Responsibilities*
- Assist with Billing as assigned by OM and Director of Operations
- Send out medical and billing records as needed
*subject to change
Qualifications
- Proven ability in establishing rapport with patients, staff and supervisors
- Excellent phone etiquette and personal communication skills
- High commitment to customer service and to portraying the best image of the practice
- Proven skills in handling busy telephone traffic and several office tasks simultaneously
- Bring daily to the workplace a cheerful personality, positive attitude and enthusiasm
- Detail oriented, & professional disposition
- Familiarity with medical terms and spelling accuracy
- Computer literate
- Knowledge of basic bookkeeping and math concepts
EXPERIENCE
- Previous experience in a lead role in a healthcare office, hospital or other medical practice is required
- Previous experience in a dermatology medical practice is preferred
- Previous experience with high volume phone traffic highly desired
- Previous experience with training front desk team members desired
- High school diploma or equivalent
BENEFITS OFFERED
- Generous PTO (paid time off)
- Paid holidays
- Health insurance
- Dental insurance
- Vision insurance
- Life insurance
- 401(k) plan with guaranteed employer contribution
- Profit Sharing
- Cash Balance
- Employee discounts
- Paid training
Type: Full Time (Salaried)
Job ID: 99880