Medical Office Manager at Catalyst Dermatology

Office Manager – Medical/Surgical Dermatology Practice

Location: Prosper / North Dallas area

Job Type: Full-time

Compensation: Competitive salary + performance incentives

Reports To: Medical Director (Board-Certified Dermatologist)

About the Practice

We are a new, physician-led medical and surgical dermatology practice committed to delivering high-quality, evidence-based care with an exceptional patient experience. Our workflow emphasizes efficiency, accuracy, professionalism, and warm, empathetic communication. We are seeking a highly organized and proactive Office Manager who can build and lead a smooth, patient-centered clinical operation from day one.

Position Summary

The Office Manager will oversee daily operations of a busy dermatology practice, including staff supervision, front-desk workflow, revenue cycle management, insurance verification, claim submission, scheduling, and patient satisfaction. This role requires a detail-oriented leader who thrives in a fast-paced environment and can anticipate needs before issues arise.

The ideal candidate is dependable, solutions-driven, highly organized, and grounded in professionalism - someone who takes pride in operational excellence and supports a board-certified dermatologist who values consistency, efficiency, and a calm, patient-first environment.

Key Responsibilities

Front Office & Patient Flow

• Oversee and execute check-in and check-out workflows, ensuring accuracy in demographics, insurance, and documentation.
• Manage patient scheduling, recalls, waitlists, and template optimization.
• Ensure a warm, professional patient experience consistent with the practice’s standards.
• Resolve patient concerns professionally and efficiently.

Insurance Verification & Financial Coordination

• Perform insurance eligibility checks (real-time and batch processes).
• Accurately identify copays, deductibles, coinsurance, and out-of-pocket estimates.
• Clearly communicate patient financial responsibility at check-in or before procedures.
• Maintain payer rules, coverage policies, and authorization requirements for medical dermatology and minor surgical procedures.

Billing & Revenue Cycle Management

• Submit clean claims to insurance carriers (electronic and paper when required).
• Monitor claim rejections, denials, and underpayments; perform timely follow-up and appeals.
• Post payments, reconcile daily charges, and ensure accurate CPT/ICD-10 documentation oversight.
• Collaborate with the physician to ensure coding accuracy and encounter completeness.

Operational Leadership

• Supervise front-office and medical assistant staff; help interview, train, and evaluate team members.
• Lead daily huddles; coordinate schedules; maintain workflow efficiency.
• Develop and standardize practice policies and SOPs.
• Manage supply ordering, vendor relationships, and equipment maintenance.
• Ensure compliance with OSHA, HIPAA, and practice regulatory standards.

Practice Growth & Efficiency

• Implement processes that streamline throughput, reduce wait times, and optimize clinical productivity.
• Oversee website inquiries, patient messaging workflows, and online reputation management.
• Assist with physician-driven initiatives including quality improvement, patient satisfaction optimization, and long-term growth strategy.

Required Qualifications

• Strong understanding of insurance verification, medical billing, and dermatology-relevant CPT/ICD-10 coding.
• Demonstrated leadership and team-building skills.
• Proficiency with EMRs (EZDerm, eClinicalWorks, EMA [ModMed], EPIC, or similar).
• Excellent communication skills - professional, calm, and patient-focused.
• Ability to multitask and maintain accuracy under pressure.

Preferred Qualifications

• 3+ years medical office management experience (dermatology, plastic surgery, or multi-specialty strongly preferred).
• Working knowledge of Medicare, commercial plans, referral/authorization workflows, and in-office surgical billing.
• Experience managing performance metrics (Accounts receivable days [A/R days], clean-claim rate, patient throughput).
• Comfort with spreadsheets, reporting, and basic financial reconciliation.

Ideal Personality Traits

1. Precision-Driven

• Values accuracy and consistency, especially with insurance verification, billing, and workflow execution.

2. Proactive & Predictive

• Anticipates needs, solves problems before they escalate, and identifies inefficiencies without waiting for instruction.

3. Calm, Professional, and Patient-Centric

• Maintains composure in a clinical environment with fast turnover and varying levels of patient anxiety.
• Communicates warmly and respectfully, reflecting a patient-first mindset.

4. High Integrity & Accountability

• Takes ownership of errors, maintains confidentiality, and upholds professional standards consistently.

5. Organized & Systems-Oriented

• Creates structure, follows workflows, documents processes, and ensures nothing “falls through the cracks.”

This role is ideal for an individual who is motivated by building something from the ground up and helping launch a high-performing, efficient, and reputable dermatology practice.

Benefits

• Competitive salary with growth potential
• Paid time off and holidays
• Professional development opportunities
• Structured performance incentives

How to Apply

Submit your résumé and a brief cover letter describing your relevant experience and why you believe you are a good fit for a medical-surgical dermatology practice focused on excellence, efficiency, and patient experience.