Office Manager

 Summary Objective: The Office Manager is responsible for the daily operations of a medical office or clinic, from managing staff to handling patient interactions. The Office Manager will oversee the general administrative function and activities of the office., including employee scheduling and staff training.  
Essential Functions and Responsibilities:

• Troubleshoot complex patient scenarios
• Monitor patient schedule: templating, no-shows, reschedules, etc.
• Ensure patient referral process is maintained in a timely manner
• Ensure all patient and doctor record requests are accurate and handled in a timely manner
• Create employee schedule to ensure sufficient staff is present each day
• Make sure all daily collections are accurate and accounted for
• Relay all pertinent policy changes and protocols to staff, and monitor that new and current protocols are being followed
• Assist in performing all essential functions of the clinic staff when needed (including front office, and ophthalmic tech team)
• Work closely with other supervisory staff to maintain patient satisfaction and smooth workflow
• Other duties as assigned by manager or designee

Supervisory Responsibility:

• Position reports to Practice Manager or designee
• Provides lead / support to front office coordinators and techs

Working Conditions and Environmental/Physical Demands: 

• Sedentary work that primarily involves sitting/standing.
• Moving about to accomplish tasks or moving from one worksite to another.
• Light work that includes moving objects up to 20 pounds.
• Communicating with others to exchange information.
• Repeating motions that may include the wrists, hands and/or fingers.
• No adverse environmental conditions expected.

Position/Type/ Expected Hours of Work: 

• This is a full-time onsite position and core hours of work and days are Monday through Friday – Daily hours may vary depending on location. Core hours are 8:00 a.m. to 5:00 p.m.
• Flexible to work weekends and overtime where required

Travel: Travel between clinic locations is required and scheduled at the discretion of the Practice Manager or designee. 

 Qualifications:  

• High School Diploma or GED – Required
• Associate Degree in Health Care Administration – preferred
• 1 or more years of managerial experience in a medical office setting
• 2-3 years of clerical/reception experience in a medical office setting
• Minimum one year as an Ophthalmic Technician (COA or COT preferred)
• EMR Experience required
• Ability to type 40 to 50 WPM
• Strong understanding of healthcare administration and management

Skills and Abilities: 

• Proficiency with standard office software applications (Outlook, Microsoft Office ®)
• Detail oriented with superior organizational skills
• Ability to multi-task and work across the organization
• Excellent communication and interpersonal skills
• Good at coordinating with others to meet collective goals
• Excellent customer service with a patient focus
• Proactive and optimistic

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.