Office Manager - Ophthalmology

About Our Company

We’re a physician-led, patient-centric network committed to simplifying health care and bringing a more connected kind of care.

Our primary, multispecialty, and urgent care providers serve millions of patients in traditional practices, patients' homes and virtually through VillageMD and our operating companies Village Medical, Village Medical at Home, Summit Health, CityMD, and Starling Physicians.

When you join our team, you become part of a compassionate community of people who work hard every day to make health care better for all. We are innovating value-based care and leveraging integrated applications, population insights and staffing expertise to ensure all patients have access to high-quality, connected care services that provide better outcomes at a reduced total cost of care.

Please Note: We will only contact candidates regarding your applications from one of the following domains: @summithealth.com, @citymd.net, @villagemd.com, @villagemedical.com, @westmedgroup.com, @starlingphysicians.com, or @bmctotalcare.com.

Job Description

Essential Job functions:

• Under the supervision of the Service Line Director, the Office Manager is responsible for planning, organizing, and coordinating daily operations to ensure quality of patient care.
• Be the liaison between the Physician, staff, and senior leadership.
• Provides leadership and support in day-to-day operations within the clinical setting along with the Pod Liaison, Service Line Clinical Manager. Serves as a role model and consultant for staff.
• In collaboration with the Service Line Clinical Manager, The Office Manager ensures policies and procedures are properly communicated and adhered to. Ensure staff members are competent in emergency protocols and procedures.
• Completes and populates staff monthly schedules. Maintains the automated schedule. Manage staff PTO requests. Identifies staffing needs in advance, assists in utilizing resources effectively.
• Monitors and controls overtime use.
• Coordinates and assists with training, monitoring, and evaluation of staff. Plans and assists in the hiring and orientation of new office staff.
• In collaboration with Service Line Clinical Manager, evaluates clinical staff according to policy and provides ongoing feedback.
• Conducts an annual performance evaluation including obtaining physician input on each staff member of the department.
• Works with QI/Practice Transformation and Service Line Clinical Manager to implement and create action plans for clinical quality improvement process at the POD level. Monitors all Quality Improvement initiatives.
• Monitors departmental compliance with all applicable standards (OSHA, HIPPA, Occurrence Reporting); reports compliance concerns; ensures utilization of resources for resolution of issues.
• In collaboration with Practice Transformation Department, advances the department’s technology including the use of the information technology and the implementation and appropriate use of the Electronic Medical Record, Practice Management System, Departmental/Ancillary systems.
• Serves as liaison between Care Management and Care Coordination in support of Meaningful Use which includes but not limited to; Documentation of Information obtained during visit, Vitals, Smoking, Demographic, Patient Outreach, 21 day overdue work list, Pre-visit Planning, Outreach for Screening, Referral Tracking, Clinical Summaries and patient education material as well as Patient Portal communications.
• Works with the physician POD Liaison(s) to ensure efficient office operations. Adjusts workflow as necessary to ensure overall smooth functioning of the department and compliance of policies.
• Communicate with physicians and POD Liaison on a regular basis to ensure seamless communications flow.
• Resource for department managing patient issues and concerns, reports back to Providers and Service Line Manager.
• In collaboration with the Service Line Clinical Manager, maintains and expands staff competencies, as well as implementing ongoing internal education programs and encouraging participation in outside continuing education. Increases operational efficiency in PODs through cross training of personnel. Supports any/all Career Ladder opportunities to bring staff to their highest potential.
• In collaboration with Pod Liaison and Service Line Manager, implements customer service action plans.
• Daily Huddles, holds monthly POD staff meetings; communicates pertinent initiatives and information to staff. Attend Leadership meetings.

General Job functions:

• Delivers direct patient care within the scope of licensure and in accordance with policy.
• Prioritizes patient care by implementing physician orders and nursing procedures.
• Effectively communicates problems, concerns or issues to the Service Line Manager appropriately and promptly.
• Provides referrals and/or consult orders appropriately and in a timely manner in the EHR.
• Appropriately adheres to universal safety precautions when administering medications and disposal of medical waste.
• Other duties as required.

Physical Job Requirements:

• Pushing and pulling, taking frequency and weight into consideration.
• Physical strength to lift heavy objects, carts, or items, taking frequency and weight into consideration.
• Physical mobility, which includes movement from place to place on the job, taking distance and speed into account.
• Physical agility, which includes the ability to maneuver body while in place.
• Dexterity of hands and fingers.
• Balance is maintained during climbing, bending and/or reaching
• Endurance (e.g. continuous typing, prolonged standing/bending, walking).

Environmental Risks:

• Chemicals, Chemotherapy and Fumes
• Loud noises
• Vibration
• Extreme temperatures
• Confined spaces
• Allergens: dust, mold and/or pollen
• Magnetic fields
• Radiation
• Sharps
• Latex

Blood-borne Pathogens:

• Exposure to infectious hazards, blood, body fluids, non-intact skin, or tissue specimens.
• Contact with patients or patient specimens are possible.
• Unplanned or unexpected exposure.

Education, Certification, Computer and Training Requirements:

• College degree preferred.
• A minimum of 3 years of leadership experience.
• Travel between locations is required.
• Knowledge of current nursing practices and protocols.
• Previous experience working directly with physicians is required.
• Ability to communicate in English, both orally and in writing.
• Strong interpersonal and organizational skills are important.
• Ability to perform diverse work assignments with time limitations and with a high degree of accuracy.
• Ability to use problem solving, critical thinking, and priority setting skills.
• Demonstrates flexibility with various work schedules.

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About Our Commitment

Total Rewards at VillageMD

Our team members are essential to our mission to reshape healthcare through the power of connection. VillageMD highly values the critical role that health and wellness play in the lives of our team members and their families.  Participation in VillageMD’s benefit platform includes Medical, Dental, Life, Disability, Vision, FSA coverages and a 401k savings plan.

Equal Opportunity Employer

Our Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to, and does not discriminate on the basis of, race, color, religion, creed, gender/sex, sexual orientation, gender identity and expression (including transgender status), national origin, ancestry, citizenship status, age, disability, genetic information, marital status, pregnancy, military status, veteran status, or any other characteristic protected by applicable federal, state, and local laws.

Safety Disclaimer

Our Company cares about the safety of our employees and applicants. Our Company does not use chat rooms for job searches or communications. Our Company will never request personal information via informal chat platforms or unsecure email. Our Company will never ask for money or an exchange of money, banking or other personal information prior to the in-person interview. Be aware of potential scams while job seeking. Interviews are conducted at select Our Company locations during regular business hours only. For information on job scams, visit, https://www.consumer.ftc.gov/JobScams or file a complaint at https://www.ftccomplaintassistant.gov/.