Description

Job Summary:

The Office Manager is ultimately responsible for the efficient daily operation of our Exeter practice location. The Office manager is a leader and coach to the staff, a support to our providers, as well as a resource and advocate for our patients. Daily operational activities such as the active management of provider schedules, staff coaching, facility maintenance and operational improvements are integral functions of this position. 

Core Behavioral Values: Honesty. Trust. Responsibility. Dedication to our Patients Care. These behaviors are based on Eyesight’s culture and values critical to support the organizations mission of providing uncompromising care to patients. 

Essential Functions:

• Upholds the Eyesight Mission and Values in daily management and oversight of their Practice location. 
• Oversees daily operational activities and office flow to ensure efficiency as well as to support effective capacity and quality experience for patients, providers and staff.
  • Create a floor presence with the administrative staff and clinicians by being visible, maintain an awareness of their work and process flows; provide on the spot coaching and feedback and remain connected to their experience at work and focused on how to improve it. 
  • Lead the staff, as a role model, be positive, solution focused and present while providing coaching, counseling and performance management.
  • Actively manages provider and technician schedules to support optimal clinic volumes given resources available.
  • Effectively drives communication amongst staff, providers, vendors and the administrative office 
• Accountable for set policies, SOP’s, and protocol to ensure safe and efficient patient care and treatments, in addition to regulatory compliance
  • Responsible for daily oversight of staff including employee relation issues and upholding our Code of Conduct 
  • Oversee staff and tracks time off for front office and clinicians. Works closely with all locations to address staffing and call outs 
  • Responsible for ensuring time cards are complete and accurate in preparation for payroll
• Address patient concerns in a timely, professional and courteous manner, including review of billing and coding as necessary.
• Actively participate in cabinet meetings; offering ideas for continuous improvement and best practices 
• Carry out Practice wide initiatives and projects to improve patient care, staff experience, operational efficiencies and cost control under the leadership of the Chief Operating Officer.
  • Collaborate with Director of Clinical Services on implementation and assessment of new equipment, as well as roll out of new diagnostics, medications and protocols.
  • Assist the Director of Refractive Surgery, Provider Relations and Marketing to seamlessly integrate clinic with surgery schedules. 
  • Partner with the Director of the Contact Center to support coordinated messaging and timely care of our patients.
  • Work with the Director of Optical and their team to ensure these products and services are optimize in your office.
• Oversight of facilities issues including coordination of maintenance (i.e., electrical, plumbing) and vendor visits.
• Responsible for maintaining supply inventory and petty cash. 

Requirements

Minimum Requirements (education and experience): 

• High school diploma or GED
• 3 years of Medical Office experience
• 3 years of staff management experience

Preferred: 

• College degree
• Ophthalmic experience 
• Financial and insurance knowledge
• Operations management experience

Work Conditions:

• Typical office conditions 
• Noise level is usually quiet

Physical Requirements:

• Regularly required to sit, walk and stand
• Talk or hear, both in person and by telephone;
• Use hands repetitively to finger, handle, feel or operate standard office equipment;
• Reach with hands and arms; and lift up to 25 pounds. 
• Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.