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Office Manager - Colorado Springs Dermatology Clinic, PC

12/26/2019 11:56 AM | Kristina Romero (Administrator)

Job Title:  Office Manager

Department:  Administration

Reports to:  Practice Administrator

Overtime Status:  Exempt

Job Summary:

The Office Manager is responsible for a variety of diverse administrative tasks such as: logistics, creating policies and procedures, patient satisfaction, social media monitoring and overall practice compliance.  The office manager provides administrative support to the Practice Administrator.

Primary Job Responsibilities:


·       Coordinates logistics for the office.  Includes small moves, the research and organization of movers, pricing and satisfactory completion of project


·       Timely address any patient complaints by meeting face to face or calling patient.  Determine best course of action, escalate any major issues to Administrator, make record of any complaint and resolution, and work with the executive assistant on any patient terminations


·       Runs ads for positions that are open at clinic and does the first round of interviews.  Present top 3 candidates to Administrator for final selection

·       Organizes, creates, updates, monitors and disseminates all policy and procedures for staff

·       Assists in 401K functions such as: paperwork for loans and withdraws, spousal consents.  Produces annual and intermittent updates for staff.  Handles record keeping and organization of files.  Provides timely enrollment packets to newly eligible employees and organizes semi-annual meetings with wealth advisors

·       Organizes and tracks all training sessions for staff in office.  Keeps accurate records by employee by training neede


·       Reviews all alerts from electronic health record company and disseminates information to appropriate staff i.e.; IT, billing, clinical staff, etc.  Files cases as needed with customer service, follow and investigates outcomes and impact on clinic functionality. 

·       Collects and manages HISP addresses for all outside referring physicians and those physicians the clinic refers to


·       Works with SEO company on keeping accurate information on our website and monitors all social media sites for practice enterprise


·       Creates invoices and tracks billing for Clinical Research conducted in office


·       Coordinates all compliance plans and ensures timely training for such plans such as; HIPAA, and OSHA

·       Monitors and upgrades current compliance plans on an as needed basis, no less than annually

·       Responsible for successful completion and maintenance of PCI compliance, SRA compliance, CLIA compliance, MIPS compliance


·       This position reports directly to the Practice Administrator and works closely with the Administrator on special projects. 


Bachelor of Science or Bachelor of Arts Degree in Healthcare Administration, Business Administration or related field


Minimum of three years of management and compliance experience in private medical practice or a private health care organization

Performance Requirements:


·       Knowledge of principles, regulations and practices of compliance for health care organization

·       Knowledge of various software programs to include but not limited to Microsoft Office Suite, EMR functionality, Practice Management

·       Overall knowledge of required policies and procedures for private practice health care organization


·       Skill in exercising a high degree of initiative, judgment, discretion and decision-making to achieve goals

·       Skill in interpreting data, analyzing situations accurately, and understanding effective action

·       Skill in organizing work, and achieving goals

·       Skill in developing, applying, interpreting and coordinating policies and procedures

·       Skill in written and verbal communication

Equipment Operated:

·       Standard office equipment including computers, fax machines, copiers, printers, scanners, telephones among other equipment

Work Environment:

·       Medical office, well lighted, well ventilated.  Work may be stressful due to deadlines, continual interaction with others and occasional evening or weekend work (for example a move)

Physical Requirements:

·       Must possess the physical and mental abilities to perform the tasks normally associated with an Office Manager’s responsibilities including:

walking, bending, standing, reaching and sitting


Colorado Springs Dermatology Clinic, PC, will be accepting applications via email to jspurgeon@csderm.com.  Open application period is from 12/19/2019 through 1/3/2020.


To provide educational opportunities and resources to promote professionalism in medical practice management.


We  improve  the  delivery  and  management  of  healthcare  by  assisting  our  members’  success  through education,  networking  and  advocacy.


Colorado MGMA
P.O. Box 380084
Birmingham, AL 35238-0084
(985) 290-8020