Office Manager

Job ID: 10-2022-212

JOB DESCRIPTION

Specialty Eye MDs is a large and comprehensive Ophthalmology practice in New Jersey. We are the recognized leader in vision care treating adults and children.

JOB TITLE: OFFICE MANAGER

POSITION SUMMARY:

The OFFICE MANAGER oversees the daily operations of the office to run it smoothly, economically and on-time, by ensuring that doctors and staff schedules are in place. The Office Manager is responsible in meeting productivity objectives of doctors and staff as prescribed by the Management, submit quarterly P/L reports, implement company’s policy and procedure

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

This is an extensive list of duties but not an all-inclusive one. Additional responsibilities maybe assigned, if deemed necessary by the Practice Manager.

  • Follow and manage the office schedules as directed by Management office, workflow and office staff assignments to maximize the efficiency of patient flow and quality of care on a daily basis.
  • Monitor and ensure Front Desk Team of Check-in & Check-out follow a zero-error policy and adhere to the Training Manual at all times.
  • Ensure the Ophthalmic Technicians (Med Tech) are equipped to assist the doctors with thorough training and follow the protocol.
  • Focus on Patient Recall to meet or exceed a target of 15 (actual) live-connects / day.
  • Implement Company’s Policies and Procedures to meet productivity objectives of staff and optimize patient care.
  • Submit Requisition forms in a timely manner to maintain adequate inventory levels of all necessary medical and office supplies at all times. Ensure that all supplies are stored in a safe and organized fashion.
  • Forecast and Set in motion the annual revenue goal of the practice in collaboration with the Head Office.
  • Submit an annual expense budget in Q4.
  • Responsible for the P&L of the Office. Manage expenses – be prudent, initiate cost-cutting measures & avoid wasteful expenses.
  • Ensure that medical records are properly stored and released.
  • Regularly review productivity and workflow with staff to make manpower adjustments as needed.
  • Conduct team huddles and address patient concerns.
  • Report problems: IT, phones, cameras, lasers, and all other equipment.
  • Keep updated knowledge of Regulatory Compliance within healthcare industry and ensure all federal and state laws / guidelines are followed (eg OSHA, CLIA, HIPAA, FMLA).
  • Help to optimize staff morale.
  • Develop and maintain a list of all disposable / expired supplies. Regularly audit, and report to Head Office.
  • Maintain and ensure the protocol for office opening and closing.
  • Provide monthly evaluation of all equipment, IT infrastructure, cleaning, routine maintenance and repair. Report it to Practice Manager on a monthly basis.
  • Maintain a list of all current equipment, age, warranty status, issues.
  • Maintain all staff work-hours, conduct half-yearly appraisals and annual evaluation along with Practice Manager for consideration of raise / promotion.
  • Serve as a point of contact for all staff concerns. Investigate, assist in conflict resolution and report all incidents to Head Office
  • Respect confidentiality and privacy of staff concerns and personal information.
  • Ensure current licensures for clinical staff.
  • Ensure staff’s CEU are up-to-date.
  • Ensure adherence to Employee Handbook and Employee Policy Manual.
  • Report requests for disability, sick leave, FMLA, layoffs, furloughs.
  • Follow Company policy for Implementing disciplinary action and termination of staff.
  • Facilitate long-term relationships between practice and referral sources in the community.
  • Build referring physician relationships, prepare monthly reports for referrals made.
  • Reach out to new physicians in the community.
  • Organize “lunch and learn” lectures / seminars for our doctors with Internal Medicine / Family Physicians in the neighborhood.
  • Conduct monthly review meeting with Practice Manager, address negative feedback with physician as needed, optimize positive review generation.

 

QUALIFICATIONS & SKILLS: 

  • Bachelor’s degree or equivalent in business and/or health care management. OR
  • Experience with Google Documents, MS Office Suite, MS Visio.
  • Experience with My Vision Express and STI.
  • Knowledge of Social media marketing
  • Excellent interpersonal and communication skills with staff, patients, and physicians.
  • Extremely high standards with a passion for excellence, integrity, and efficiency.
  • Excellent management, leadership, and organizational skills.
  • Excellent attention to detail.
  • Ability to triage problems, intelligently delegate responsibilities, and ensure proper execution.
  • Experience and knowledge in physician practice building.
  • Experience in marketing and optimizing referring doctor relationships.
  • Strong working knowledge of third-party insurances.
  • Management experience in an ophthalmology setting.
  • Willingness to be available for urgent staff and physician calls from 9:00 am until 7:00 pm.
  • Willingness to work evenings and weekends on occasion.
  • Willingness to check and reply to emails within 2-3 hours in most situations.
  • Maintain local contact list for all potential emergency issues – IT, plumbing, handyman, equipment, pharmacy etc.
  • Manage Inventory and take yearly Stock of all company Assets – Closets, Racks, Desks, chairs, medical and non-medical equipment, medications, Work-stations, software, hardware, network equipment, phone systems, surveillance systems etc.
  • Follow-up Office lease

 

PREFERRED EXPERIENCE:

  • +10 years’ experience in healthcare practice efficiency optimization and data analysis.
  • Manage an ophthalmology practice including office management, administrative, practice-building, with a staff of 5 or more.
  • Established relationships in the Central & North New Jersey ophthalmology and optometry communities

To apply for this job, please send your resume to jobs@specialtyeyemds.com