What are the responsibilities and job description for the Optical Office Manager position at Whitewater Eye Centers LLC?
This individual is responsible for overseeing the general operations of the Connersville Optical Office. Duties will include ensuring that office policies, procedures, and plans are executed smoothly and expeditiously and perform financial oversight, office administration, and personnel management duties. This role will also greet vendors and visitors, answer incoming calls, purchase office supplies, and oversee inventory.
Required Education and Experience:
- High school diploma or equivalent required; Associate’s degree in related field preferred.
- Minimum five (5) years of management experience.
- Hands on experience in an Optical Office preferred.
- An equivalent combination of education, experience, and training to provide the knowledge, skills, and abilities required for the successful performance of the essential job duties.
Essential Skills and Abilities:
- Strong leadership abilities; Ability to motivate a team of employees to achieve goals and meet customer needs.
- Excellent communication skills.
- Customer-service oriented mindset.
- Time management skills to prioritize tasks and manage time effectively to meet all operational goals.
- Problem-solving skills, including critical and creative thinking and making informed decisions.
- Comfort with a fast-paced environment.
- Strong organization skills with attention to detail.
Key Responsibilities:
- Oversees general office operations.
- Coordinates appointments and meetings for the physician(s) and manages staff calendars and schedules.
- Supervises, mentors, trains, and coaches the office staff and delegates assignments to ensure maximum productivity.
- Establishes a high-performance team that is efficient, knowledgeable, service-oriented, and shares responsibility for attaining the practice goals.
- Purchases office and medical supplies and maintains proper stock levels.
- Produces monthly management reports and provides an overview of practice performance to the physician(s).
- Oversees practice billing operations, including but not limited to applying payments, and adjustments; preparing daily deposits and entering charges into practice management system (NexTech)
- Manages postage meter, mail sorting, and post office activities.
- Communicates departmental activities to the entire staff.
- Manages the doctor’s templates to ensure the practice schedule is at optimal levels.
- Manages all operational systems, including scheduling, telephone system, and accounts receivable.
- Monitors practice’s systems for patient recalls and “no shows.”
- Completes monthly reporting such as COGS (FlexSys), end of month statements.
Physical Activity of Position:
- Talking. This position requires expressing or exchanging ideas through the spoken word. This position must participate in activities to convey detailed or essential verbal instructions to physicians, staff, and vendors accurately and succinctly.
- Hearing. This position requires one to perceive the nature of sounds at normal speaking levels with or without correction, including the ability to receive detailed information through oral communication and make the discriminations in sound.
- Repetitive motion. This position requires substantial movements (motions) of the wrists, hands, and fingers while working on the computer reports.
- Sedentary work. This position may need to occasionally exert up to 20 pounds of force to lift, carry, push, pull, or otherwise move objects. The job consists primarily of sedentary work and involves sitting most of the time. Walking and standing are required only occasionally.
- Visual Requirements. This position requires close visual acuity (with or without correction) to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
- Environmental Conditions. This position performs typical office or administrative work and is not substantially exposed to adverse environmental conditions.
Equal Opportunity Employer:
Whitewater Eye Centers is an equal employment opportunity employer and complies with all applicable laws relating to discrimination against qualified applicants or employees in hiring or in any decision affecting job status, pay, or any other terms and conditions of employment based on race, color, creed, religion, national origin, sex, marital status, familial status, disability, genetic information, sexual orientation, age, or other applicable protected classes.
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