Assistant Office Manager

Westlake Dermatology P A•Austin, TX

17d•Onsite

About The Position

The Assistant Office Manager is responsible for supporting the day-to-day administrative operations of the medical office. This role assists with supervising front office staff, maintaining patient flow, managing schedules, handling patient communications, and ensuring adherence to office policies. The Assistant Office Manager works closely with providers, staff, insurance companies, and vendors to ensure smooth and efficient clinic operations while promoting high-quality patient care and customer service.

Requirements

High school diploma required; college degree preferred
Prior experience in a medical office setting preferred
Experience with administrative or supervisory responsibilities is a plus
Strong knowledge of medical terminology and general office procedures
Proficient in Microsoft Office and EHR systems
Excellent communication and customer service skills
Ability to delegate tasks and support team members
Strong multitasking and time management skills
Organized and detail-oriented
Calm and professional under pressure
Empathetic and patient-focused
Strong telephone etiquette and interpersonal skills
Familiarity with medical procedures, terminology, and insurance workflows
Ability to train staff and assess performance
Discreet and professional when handling confidential information
Comfortable with large transactions and POS systems
Positive attitude and teamwork mindset
Reliable and punctual, with a strong attendance record

Responsibilities

Greet patients in a pleasant and professional manner
Check in/out patients and collect payments, including surgery balances and deposits
Verify and update patient demographic and insurance information
Ensure referrals and authorizations are collected as needed
Schedule, cancel, and reschedule appointments with appropriate providers/resources
Activate patient portals and respond to online appointment requests
Monitor reception area for cleanliness and organization
Maintain professional phone etiquette and promptly respond to calls and voicemails
Address patient inquiries and route messages appropriately
Help oversee document routing to ensure proper patient recordkeeping
Reconcile medical records and handle duplicate chart merges
Monitor and respond to EHR and Outlook messages
Assist with opening and closing procedures
Support compliance with HIPAA policies and company protocols
Assist in onboarding and training of new staff as needed
Ensure adherence to business policies (e.g., product returns, financing options, no-show policies)
Conduct regular skincare/cosmetic product inventory checks
Monitor and replenish product stock levels
Generate and maintain inventory records
Provide product education and recommendations to patients