Office Manager

Company Overview

Coastal Eye Associates offers complete and comprehensive eye care for you and your entire family. Our goal is to not only treat your ocular needs but to care for you as an individual. From routine exams to complex surgery, your trust and wellbeing are our first priority at Coastal Eye Associates. All of our medical doctors are board certified ophthalmologists with extensive experience in all areas of ophthalmic medicine.

Position Summary

The Office Manager position is responsible for supervising Front Desk Associates, Medical Records, and Appointment Scheduling employees. This role works closely with the local management team to organize and monitor the work of support staff to maintain service and quality standards and acts as a resource to clinicians and staff.

Responsibilities

• Oversees management of direct reports to include hiring, training, development, support, performance management, and termination of staff with oversight from human resources.
• Schedules staff coverage according to clinic need, monitors incoming phone volume for appointment coverage and coordinates vacation, out schedules for staff to assure clinic function.
• Works with Practice Administrator to coordinate physician scheduling changes, protocol changes, informing staff, modifying system schedules, assigning reschedules. Informs after hours answering service of any changes to afterhours calls or weekend coverage.
• Oversees all patient engagement – recalls, appointment reminders, patient surveys, whether system generated or patient personal.
• Serves as local compliance officer with coordination of HIPAA compliance for all clinics, ensuring that patient privacy is understood by all clinic, front desk, office staff.
• Oversees all patient injury paperwork, coordinating with other compliance staff, nursing staff, other clinic staff or doctors, as necessary.
• Coordinates all office calendars, holidays, and office celebrations with input from Practice Administrator, other supervisors, Human Resources.
• Creates patient notices for all doors when practice hours are affected by holiday/other schedule changes.
• Coordinates the use of (and hiring as necessary) for outside vendors for offsite storage, janitorial, other vendors with input from other management team members.
• Coaches and develops staff to provide service excellence with patient care.
• Assists with creating and implementing internal processes and procedures to improve efficiencies and ensure quality patient care.
• Contributes to the team effort by completing other projects and tasks as needed.

Qualifications

• Prior clinic management experience strongly preferred.
• 3 years healthcare related experience; preferred in a multi-site environment.
• Extensive knowledge with HIPAA and OSHA compliance.
• Proven ability to lead and develop a team and drive performance improvement, demonstrated by progressive increases in management responsibility
• Team player that develops strong collaborative working relationships with internal partners and can effectively engage and ability to build consensus among cross-functional teams
• Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint.
• Excellent interpersonal skills including the ability to interact effectively and professionally with individuals at all levels; both internal and external.
• Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level.
• Self-motivated with strong organizational skills and superior attention to detail.
• Must be able to manage multiple tasks/projects simultaneously within inflexible time frames. Ability to adapt to frequent priority changes.

Company Benefits

Coastal Eye Associates offers a competitive benefits package to its employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• HSA/FSA
• Telemedicine
• Generous PTO Package
• 7.5 Paid Holidays

Coastal Eye Associates also offers the following benefits for FREE:

• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D
• Short Term Disability Insurance
• Long Term Disability Insurance

Coastal Eye Associates is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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