Medical Practice Operations Manager — Multi-Site

Medical Practice Operations Manager — Multi-Site Location: Oceanside Office Schedule: Full-time; on-site Reports To: Physician Owners

Position Overview

Dermatology Specialists, Inc., a multi-site dermatology practice serving North San Diego and Riverside counties, seeks an experienced Medical Practice Operations Manager to lead practice operations, oversee the Billing Department, and develop our management teams.

Reporting directly to the physician owners, this leader will be accountable for consistent operations, effective staffing, billing performance, and a positive patient experience across locations. The successful candidate will bring sound judgment, strong physician relationships, and demonstrated success leading managers and improving practice performance.

The Operations Manager partners closely with the Finance Manager, who leads finance, special projects, systems implementation, and IT. The Operations Manager contributes operational requirements and leads workflow readiness, staff training coordination, and adoption across practice locations.

This opening is part of a planned leadership transition associated with the upcoming retirement of our Chief Administrative Officer. The position will assume responsibility for the operations portion of that role.

Key Responsibilities

Multi-Site Practice Operations

• Lead operations across practice locations through regional and office managers, establishing clear priorities, responsibilities, and performance expectations.
• Standardize workflows and policies while addressing the operational needs of individual locations.
• Improve patient access, scheduling, patient flow, staffing coverage, and service consistency in partnership with physicians and clinical leaders.
• Identify recurring operational problems, implement practical solutions, and evaluate results.
• Establish and review operational measures such as appointment availability, schedule utilization, overtime, staff turnover, and patient feedback.

Management and Human Resources

• Supervise, coach, and develop regional and office managers and the designated Billing Department supervisor.
• Conduct leadership performance evaluations and introductory reviews, establish development goals, and address performance concerns.
• Lead workforce planning, staff recruitment, onboarding, training, and retention efforts.
• Coordinate physician and advanced practice provider recruitment and onboarding with physician owners.
• Oversee employee relations and benefits administration, coordinating with appropriate external resources.
• Ensure timely, accurate submission and approval of operational payroll information, including timekeeping, staffing changes, and leave information; coordinate payroll processing responsibilities with the Finance Manager.
• Promote accountability, teamwork, respectful communication, and consistent follow-through.

Billing Department and Revenue Cycle Oversight

• Oversee Billing Department operations, staffing, training, and performance.
• Establish expectations for timely, accurate billing, payment posting, collections, and follow-up on outstanding claims and patient balances.
• Monitor accounts receivable aging, claim denials, collection trends, and other billing performance measures.
• Partner with the Finance Manager to review revenue cycle reports and address issues affecting reimbursement and cash flow.
• Coordinate with providers, clinical teams, and office managers to resolve documentation, charge capture, and workflow issues that delay billing or payment.
• Ensure billing procedures and patient billing communications support compliance, accuracy, and responsive patient service.

Physician Partnership and Financial Stewardship

• Serve as a primary operational resource for physician owners and providers.
• Present operational findings, recommendations, and progress updates to ownership.
• Partner with the Finance Manager on operating budgets, expense management, and resource planning.
• Coordinate facility needs, operational equipment planning, and vendor service issues.
• Review business terms and coordinate renewals for operational agreements, including leases, insurance, equipment, and services, obtaining owner approval and professional advice as appropriate.
• Coordinate with the Finance Manager on agreements involving technology, systems, or IT services.

Special Projects and Systems Collaboration

• Identify operational needs and coordinate staff participation in project planning, workflow testing, and training for initiatives led by the Finance Manager.
• Lead operational readiness and adoption of new systems and processes, including updated procedures and communication.
• Partner with the Finance Manager to resolve operational issues during implementation or system disruptions and support continuity of patient care and business operations.

Compliance and Quality

• Oversee implementation of operational policies, required training, and compliance processes.
• Coordinate with designated clinical, laboratory, HR, billing, and compliance resources to address applicable privacy, workplace, laboratory, and billing requirements.
• Ensure identified concerns receive timely follow-up and corrective action.
• Maintain clear procedures and documentation that support continuity across locations.

Required Qualifications

• At least five years of progressively responsible management experience in a medical practice or ambulatory healthcare setting.
• Demonstrated experience managing multiple locations and directly supervising and developing managers.
• Experience overseeing a medical billing department or revenue cycle function, including accounts receivable, collections, and denial management.
• A record of measurable improvements in operational performance, staffing, billing, or patient service.
• Experience working directly with physicians and navigating competing priorities.
• Practical knowledge of employee relations, recruitment, performance management, benefits administration, and payroll processes.
• Ability to interpret operational and financial reports, identify trends, and implement corrective action.
• Experience guiding teams through workflow changes and supporting adoption of new systems and processes.
• Strong leadership, communication, organizational, and problem-solving skills.
• Sound judgment, discretion, and the ability to handle sensitive information.
• Proficiency in Microsoft Office, including Excel, and medical practice technology.
• Ability to travel regularly among practice locations.

Preferred Qualifications

• Experience in dermatology or another outpatient specialty practice.
• Experience with ModMed EMA and practice management systems.
• Relevant education or professional certification in healthcare administration, business, or medical practice management.

First-Year Priorities

• Maintain operational continuity through the leadership transition.
• Establish effective working relationships with physician owners, providers, management teams, and the Finance Manager.
• Strengthen manager accountability and standardize essential workflows across locations.
• Establish consistent reporting and deliver agreed-upon improvements in patient access, staffing efficiency, billing performance, and accounts receivable.
• Support operational readiness and staff adoption for scheduled projects and systems changes.

Compensation & Benefits

• Competitive salary based on experience.
• Medical and dental coverage.
• 401(k)/pension plan with company contributions.
• Flexible Spending Account (FSA) for medical and childcare expenses.
• Company-paid life insurance.
• Paid vacation, sick leave, and holidays.
• Employee discounts on dermatology products, procedures, and services.

At Dermatology Specialists, Inc., we work together to realize a shared vision of uncompromising excellence in patient care. You can learn more about our practice at www.dermspec.com.

This market range is based on total compensation, which may include other factors: Relevant experience, knowledge of the job, skills, and other job-related qualifications.

No recruiters, please.

It is the policy of Dermatology Specialists, Inc. to afford equal opportunity for employment to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, age, national origin, family status (including pregnancy), marital status, military status, sensory, physical, or mental disability, genetic information, or any other factor protected by local, state or federal law, and to prohibit harassment or retaliation based on any of these factors.