Assistant Practice Manager

Pay: $23-$25 hourly 

Reports To: District Manager  

Overview:

The Assistant Practice Manager is responsible for helping oversee the patient experience & care, with staff training & management, marketing & sales, insurance & billing, and general practice management. 

Primary Responsibilities:

Patient Care 

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  Ensure pleasant and professional patient experience from initial call through appointment and Rx pick-up 

  
  


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  Manage front desk, reception, patient confirmations, patient thank yous, patient call backs

  
  


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  Responsible for ensuring productive patient flow throughout day 

  
  


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  Ensure that the office is clean and organized, display boards full and organized, front desk, etc. 

  
  


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  Maintain and manage inventory, both frames, contact lenses, and necessary supplies 

  
  


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  Perform optician duties as necessitated

  
  


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  Ensure HIPAA regulations are followed 

  
  

Staff Training and Management

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  Create staff schedule, including hours worked, task and assignment scheduling

  
  


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  Conduct employee performance reviews 

  
  


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  Provide ongoing training and professional development to current staff members

  
  


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  Ensure opticians are trained and knowledgeable about product lines, product advances, etc.

  
  


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  Provide ongoing feedback to staff members regarding performance 

  
  


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  Train new staff members, including VEC culture and philosophy, sales and marketing efforts, office procedures, insurance and billing, Office Mate and other software, and optometry testing 

  
  

Marketing and Sales 

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  Train and coach opticians regarding patient sales; monitor and track sales performance

  
  


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  With a marketing team, develop marketing plans to include web/social media, events, networking, referral programs, etc. 

  
  


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  Oversee implementation of the marketing plan; ensure tactics are implemented  

  
  


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  Track and analyze marketing and sales metrics; recommend adjustments to achieve target outcomes 

  
  

Insurance and Billing 

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  Train staff on insurance billing, pricing, discounts, and appropriate documentation and follow up

  
  


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  Audit fee slips and insurance claims daily 

  
  


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  Accounts payable: review vendor statements to ensure proper pricing and credits due for/to VEC

  
  


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  Direct the filing of invoices and reconciling statements

  
  


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  Responsible for ensuring correct ordering and pricing by staff

  
  

Practice Management:

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  Conduct regular staff meetings; ensure adequate communication between all levels of staff 

  
  


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  Track, analyze, and report established office performance metrics; recommend adjustments and changes to owners and staff to improve performance 

  
  


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  Share appropriate performance data with staff members; solicit feedback for improved performance 

  
  


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  Meet regularly with practice manager, practice owners and district manager regarding practice performance

  
  

Competencies:

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  Superior interpersonal communication skills.

  
  


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  Knowledgeable optician; able to train others.

  
  


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  Strong sense of current trends and fashion in frames and lifestyle.

  
  


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  Ability to motivate and manage team members.

  
  


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  Proactive, respectful, positive, and creative approach with people.

  
  


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  Analytical – ability to track, tally, and analyze data to improve practice.

  
  


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  Results-oriented: able to maintain focus on objectives and move multiple projects forward.

  
  


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  Detail-focused, organized, and methodical in follow-up.

  
  

Does Not Do:

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  Patient exams

  
  


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  Recall

  
  

Education/Experience:

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  Bachelor’s degree in business or related field preferred

  
  


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  5-7 of years optical experience, preferably in private practice, or equivalent medical office management experience 

  
  


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  Previous management experience required, including staff and budget oversight

  
  


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  Certified Optician preferred; Certification expected within 12 months of hire

  
  


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  Experience with insurance plans and medical billing 

  
  

Potential Career Path

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  Grow into a Practice Manager or General Manager