Office Manager

Job Summary:

This individual is responsible for overseeing the day-to-day operational functions for the medical practice, ensuring that office policies, procedures, and plans are executed in a smooth and expeditious manner; performing financial oversight, office and, insurance administration, and personnel management duties.

Essential Functions:

Practice Staff Management

•    Responsible for local human resources activities in consultation with corporate AVP Human Resources including staffing, time and attendance responsibilities. 

•    Creates and/or maintains employee orientation and termination protocols

•    Provides leadership, guidance, and expertise to all staff members

•    Effectively communicates departmental activities to the entire staff

•    Establishes a high-performance team that is efficient, knowledgeable, service-oriented, sharing responsibility for attaining the goals of the practice

•    Implements AVP corporate policies and procedures and ensures staff compliance

•    Assists staff with individual development plans and opportunities

•    Counsels and/or administers disciplinary action to employees as necessary in line with AVP policies

•    Prepares the master schedule

Administrative and Financial Responsibility

•    Partners with the Practice Manager to develop strategic, financial and tactical plans and objectives for the practice to meet outline objectives. 

•    Manages front office operations to maximize patient satisfaction, collection of payments, and customer service efforts

•    Monitors departmental budgets, regulatory compliance, contracts and vendor relations.

•    Prepares daily financial and insurance reconciliations. 

•    Orders clinical, office and stationary supplies, arranges for maintenance, repair, smooth functioning, purchase of new equipment for physicians and staff, including workstations, business and medical equipment at the office, including, copiers, fax, phone and ophthalmic equipment.

ESSENTIAL SKILLS AND ABILITIES:

•    Ability to adjust communications to fit the needs and level of understanding of the receiver

•    Ability to establish and maintain excellent client relationship, exhibit exemplary interpersonal skills and exercise sound judgment and professionalism in business and personnel matters

•    Ability to provide leadership and influence others

•    Ability to solve problems and identify solutions

•    Knowledge of ophthalmology services

•    Knowledge of billing and insurance regulations

REQUIRED COMPETENCIES

1.    Excellent judgment, dependability, and conscientiousness. 

2.    Demonstrated high ethical standards and integrity.

3.    Demonstrated attention to detail

4.    Demonstrated accuracy and thoroughness; monitors own work to ensure quality.

5.    Customer and patient service orientation: prompt response to patient needs and ability to manage difficult or emotional customer situations with tact, empathy and diplomacy

6.    Professionalism: displays positive outlook and pleasant manner, does not instigate or participate in office gossip or negativity, keeps commitments, dresses appropriately and is well groomed.

7.    Ability to work cooperatively in group situations; offers assistance and support to coworkers, actively resolves conflicts, inspires trust of others, and treats patients and coworkers with respect.

Education and Experience

1.    Bachelor’s degree in management or healthcare field 

2.    Five years progressive medical practice experience

3.    Computer literacy especially with EMR systems

4.    Knowledge of medical practices, terminology, and reimbursement policies

PHYSICAL DEMANDS

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, employee is required to walk frequently; sit frequently; use hands to handle, or feel objects, tools, or controls frequently; reach with hands and arms, ability to keep hand and arm steady while moving your arm or while holding your arm and hand in one position; talk and hear and communicate with speech clarity continually; climb, balance, and stoop, kneel, and bend occasionally. Employee must lift and/or move 50 pounds occasionally. 

Specific vision abilities required by the job include close vision, distant vision, color vision, peripheral vision, depth perception.

Work environment: Setting typical of an optometry practice with office type features. 

JOB DETAILS & BENEFITS

•    Seeking full-time applicants

•    Full-Time employees are eligible for:

•     Medical, Dental, and 401(k) through the company 

•     Generous PTO plans and paid holidays