Practice Manager / Administrative Operations Manager

Practice Manager / Administrative Operations Manager Oakbrook Terrace, IL 60181 From $65,000 a year - Full-time From $65,000 a year -

Full-time Overview:

We are seeking a highly organized and proactive Practice Manager / Administrative Operations Manager to oversee the day-to-day operations of a busy dermatology practice. This position is responsible for managing human resources, office administration, credentialing, billing oversight, IT coordination, insurance compliance, and provider support services. The ideal candidate is detail-oriented, tech-savvy, and capable of leading a dynamic team while maintaining operational efficiency and compliance.

Key Responsibilities:

Human Resources Management:

Write and post job descriptions; screen applicants and conduct interviews. Coordinate hiring processes including job offers, onboarding, and documentation (I-9, W-4, direct deposit). Enroll new hires in EMR, time clock systems, ADP payroll, and health benefits. Maintain employee records and manage 401(k) eligibility and updates with Pension Administrators. Manage PTO, process timesheets, calculate commissions, and process payroll (including bonuses, raises, garnishments, loans). Handle employee concerns, complaints, and staffing issues.

Office Administration:

Coordinate staff and provider scheduling; manage unplanned absences and schedule adjustments. Lead and facilitate staff meetings and trainings. Train new hires and provide annual insurance compliance training. Perform monthly exclusion checks per insurance contracts (SAM.gov, OIG.gov). Order and manage office and medical supplies, including cosmetic inventory (e.g., Botox, fillers). Maintain office equipment and liaise with property manager, maintenance, and security. Serve as backup for front desk and lab duties when needed. Handle patient complaints and conflict resolution. Deposit checks via scanner.

IT & Technology Oversight:

Manage EMR system, ensure device compatibility, and implement tech solutions to improve efficiency. Liaise with vendors (Avaya, Comcast) to troubleshoot and maintain phone, fax, and internet systems. Coordinate annual security reviews and assist in equipment installation and troubleshooting.

Credentialing:

Coordinate provider credentialing with hospitals and insurance carriers. Maintain up-to-date licensure and certifications; ensure CAQH profiles are current. Track and verify network participation for insurance affiliations.

Billing & Insurance Oversight:

Supervise claim submission and payment posting; handle processes during staff absences. Stay current with coding/reimbursement rules (via contracts and Dermcoder). Work denied or delayed claims; communicate with clearinghouse (Trizetto) and insurance portals. Monitor EOBs, generate patient statements, and oversee collection issues when needed.

MIPS Compliance:

Set up and manage MIPS group reporting through the QPP website and EMA. Monitor performance measures and notify providers/staff of corrective actions. Attend MIPS-related webinars, maintain documentation, and oversee timely submission.

Cancer Registry Reporting:

Coordinate melanoma case reporting with Illinois Cancer Registry. Delegate reporting duties and serve as the point of contact for audits and requests.

Executive Assistance & Strategic Planning:

Assist the Medical Director with staff management, business planning, and operational decision-making. Participate in office expansion, design planning, and coordination with architects/contractors.

Qualifications:

Bachelor's degree in Healthcare Administration, Business, or related field preferred. 3-5 years of experience in medical office management or healthcare administration. Strong knowledge of HR processes, medical billing, and insurance compliance. Proficient with EMR systems, payroll software (ADP), and general IT troubleshooting. Exceptional organizational, communication, and leadership skills. Ability to manage multiple projects, meet deadlines, and maintain confidentiality.

Preferred Skills:

Familiarity with dermatology or aesthetics practice workflows. Experience with MIPS, Trizetto, CAQH, and credentialing. Comfortable with training, conflict resolution, and staff development.

Benefits:

Competitive salary (based on experience) Medical insurance 401(k) plan with employer contributions Paid time off

Pay:

From $65,000.00 per year

Benefits:

401(k) Employee discount Health insurance Paid time off

Work Location:

In person