Office Manager

SECTION 1: Job Summary

An Office Manager is a highly engaged leader that possesses a high level of acuity in business acumen and is focused on developing a patient-focused team that is goal oriented.

An Office Manager will achieve a world class Total Patient Experience that both maximizes the retail sales but also supports the patients’ medical needs. Responsible for the overall sales and profitability of an office location. Manage all operations of the location to include team member support, merchandising, inventory management, training and safety. Execute Total Patient Experience (TPE) to drive revenue and profitability. Exercise independent judgment and discretion in managing overall performance of the entire retail operation. A Licensed Office Manager will possess a State Optician’s License for states where required by the company.

SECTION 2: Duties and Responsibilities   

• Direct and execute the overall sales and profitability of an individual office location through the effective execution of Total Patient Experience (TPE).
• Develop and maintain a good working relationship with doctor/doctors associated with office location and serve as liaison between doctor and office team.
• Develop maximum productivity through team member training and development, proper scheduling, and overall office efficiency.
• Human Resource Management: Recruitment, selection, training, coaching, and development of team members to include coaching of KPI scorecard results.
• Conduct performance reviews and compensation evaluations for the office team.
• Enforce all corporate policies and procedures. Responsible for all aspects of supervision.
• Implement, manage and reinforce TPE in an effort to enhance the customer experience. This includes: prompt greetings, professionalism, selling standards to include the “Quality inspections”.
• Exercise judgment and utilize tools to achieve revenue and EBITDA growth.
• Provide guidance and coaching on optical equipment, proper medical chart handling, insurance and billing, frame and contact lens selection, policies and procedures, and computer software.
• Motivate team members by remaining positive and communicating any changes or news in a supportive and constructive way.
• Maintain facility to corporate standards including building, equipment, parking lot and grounds as well as safety rules, HIPPA & OSHA requirements, hazardous material handling and waste disposal.
• Monitor and enforce Company cash handling policies and procedures to include petty cash as outlined by Accounting, and submit required financial documents accurately and on schedule.
• Execute day-to-day operations of the office by ensuring the following is completed: Team member scheduling, weekly meetings, report generation, inventory assessment, supply ordering, and team member training.
• Adhere to all safety policies and procedures in performing job duties and responsibilities while supporting a culture of high quality and great customer service.
• Performs other duties that may be necessary or in the best interest of the organization.

SECTION 3: Patient Population Served 

• Office Manager and team members will work with patients of all ages, races, and genders. 

SECTION 4: Education, Licensure & Certification Requirements 

SECTION 5: Experience Requirements 

• Previous optical management experience preferred.
• Industry related experience will be beneficial.
• Associates or Bachelor’s degree in Business Administration or Healthcare Management preferred.
• Favorable result on background check as required by state.

SECTION 6: Knowledge, Skills and Abilities Requirements

• Professional in appearance and actions
• Logical and Critical thinking skills
• Customer-focused with excellent written, listening and verbal communication skills
• Enjoys learning new technologies and systems
• Detail oriented, professional attitude, reliable
• Exhibits a positive attitude and is flexible in accepting work assignments and priorities
• Meets attendance and tardiness expectations
• Ability to work various days and hours as needed by the business
• Management and organizational skills to support leadership
• Ability to follow or provide verbal and written instructions with excellent grammar and spelling skills to avoid mistakes or misinterpretations
• Interpersonal skills to support customer service, functional, and team mate support
• Able to communicate effectively in English, both verbally and in writing
• Ability for basic to intermediate problem solving, including mathematics
• Basic to intermediate computer operation
• Proficiency with Microsoft Excel, Word, and Outlook
• Specialty knowledge of systems relating to job function
• Knowledge of state and federal regulations for this position; general understanding of HIPAA guidelines

SECTION 7: Supervisory Responsibilities: 

• Directly supervises team members within assigned office.
• Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include participation in interviewing, hiring, and training team members, planning, assigning, and directing work; appraising performance, rewarding and disciplining team members, addressing complaints and resolving problems.

SECTION 8: PHYSICAL DEMANDS: 

Indicate the amount of time spent for each activity required as it relates to the essential functions.

Location: Work takes place in a normal office/clinical environment. At times, travel to other locations may be necessary to fulfill essential duties and responsibilities of the job. Thus, those needing to travel for work must have access to dependable transportation, and driving record must meet company liability carrier standards.

Exposure:   Works in normal office environment during normal business hours. May be exposed to blood or bodily fluids. May also be exposed to various cleaning supplies. 

Equipment: The equipment typically used in this position is a computer, fax, copier, printer, scanner and telephone.  Must have good working knowledge of Microsoft applications.  Other equipment may be used as needed. May use Oprometric equipment/devices per sub-specialty requirement such as lensometer; keratometer; phoropter; visual acuity measuring; retinal camera; corneal topography unit; retinoscope. Personal Protective Equipment (PPE) follows standard precautions using personal protective equipment.

If you need assistance with this application, please contact (636) 227-2600. Please do not contact the office directly – only resumes submitted through this website will be considered.

EyeCare Partners is an equal opportunity/affirmative action employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.