Office Manager, Medical Ophthalmology

Job Summary
We are seeking a highly organized and detail-oriented Office Manager to play a crucial role in ensuring our operations run smoothly while providing exceptional service to our patients! In this role, you will oversee the daily operations of our ophthalmology medical practice. This role ensures that office policies, procedures, and operational plans are executed efficiently. The Office Manager provides financial oversight, office and insurance administration, and personnel management while ensuring compliance with healthcare regulations. This position requires excellent communication and leadership with department managers regarding departmental operations and issues.

Responsibilities

• Oversee daily office operations, ensuring efficiency and effectiveness in all processes.
• Manage financial activities including budgeting, fiscal management, and financial reporting.
• Develop and implement office policies and procedures to enhance productivity.
• Coordinate with dental or medical staff to ensure smooth operations within the clinic or hospital environment.
• Maintain accurate records of patient accounts, billing, and insurance claims.
• Supervise administrative staff, providing training and support as needed.
• Ensure compliance with health regulations and standards specific to the dental or medical field.
• Facilitate communication between departments to promote teamwork and collaboration.

Requirements

Education and Experience:

• Five or more years of medical practice experience.
• Three years of experience in medical office management or five years of relevant experience.
• Experience in staff supervision, training, and management.
• Working knowledge of all aspects of ophthalmic care.
• Demonstrated ability to motivate and train professional staff.
• Proficiency in Microsoft Office Suite, including Word and Excel.
• Familiarity with medical billing, CPT and ICD-10 coding, and insurance contracts.

Essential Skills and Abilities:

• Superior interpersonal and communication skills with the ability to communicate effectively with staff and patients alike.
• Proven ability to work effectively in a supervisory capacity.
• Strong leadership and conflict-resolution abilities.
• Ability to manage multiple projects simultaneously.
• Empathetic personality with a strong focus on patient needs.
• Excellent organizational skills with keen attention to detail.
• Professional appearance and demeanor.
• Computer literacy, including accounting software and spreadsheets.
• Trustworthy and able to handle confidential information with discretion.

Key Responsibilities:

1. Personnel Management

• Plan, direct, and coordinate daily operations of the DC and Rockville locations for all staff.
• Develop and establish standardized processes to enhance office efficiency and customer service.
• Supervise office staff, including receptionists, technicians, opticians, and doctors.
• Ensure staff adherence to policies, procedures, and regulatory compliance.
• Provide leadership and coaching-style management for staff development.
• Monitor staff performance, ensuring accuracy and efficiency.
• Address challenging workplace behaviors and employee concerns effectively.
• Foster a high-performance team that meets practice goals.

2. Patient Support and Customer Service Management

• Greet patients warmly and attentively.
• Manage and resolve difficult patient situations with professionalism.
• Respond to patient complaints and inquiries regarding policies and procedures.
• Ensure smooth patient flow by monitoring waiting areas and check-in processes.
• Assist patients with registration and billing questions as needed.
• Direct patient concerns to appropriate medical staff or doctors.

3. Administrative Duties

• Communicate with administrative staff and department managers about daily operations.
• Oversee office supply inventory and procurement.
• Arrange necessary maintenance services for office operations.
• Develop and master assigned projects, such as reporting and process reviews.
• Ensure OSHA compliance and adherence to workplace safety regulations.
• Troubleshoot and coordinate IT/software issues with appropriate vendors.
• Perform other duties as assigned by the Practice Administrator.

4. Billing and Accounts Receivable Operations

• Supervise and oversee billing and accounts receivable processes.
• Maintain up-to-date knowledge of CPT and ICD-10 coding practices.
• Conduct periodic chart audits to ensure compliance with billing and coding regulations.
• Review patient and insurance accounts for overpayments and process refunds as necessary.
• Provide monthly accounts receivable updates to the Practice Administrator.

5. Computer System and Office Equipment Management

• Monitor and update the practice’s computer system.
• Maintain office equipment, including phones, computers, scanners, and fax machines.
• Generate necessary reports for accounts receivable and practice management.

6. Miscellaneous Responsibilities

• Assist business office personnel as needed, including vacation coverage.
• Oversee supply orders and cost management.
• Participate in management team and staff meetings.
• Support payroll and accounts payable functions when needed.
• Accept additional responsibilities from department managers to improve practice efficiency.

Work Environment: This role requires working in a fast-paced ophthalmology practice environment. The Office Manager must be capable of handling multiple tasks while maintaining professionalism, accuracy, and efficiency. The position may involve standing, walking, and lifting small office supplies as necessary.

Benefits:

• Group Health Insurance
• Vision Insurance
• 401k: eligibility begins at 1 year of employment
• Long-Term Disability Insurance
• Life Insurance
• 18 days of Paid Time Offer (PTO) per year; eligibility begins at 90 days
• 8 Paid Federal Holidays
• Professional development opportunities

The Medical Ophthalmology Office Manager role is critical in ensuring smooth office operations, patient satisfaction, and financial stability for the practice. If you are a dedicated professional with strong leadership and administrative skills, we invite you to apply!

Job Type: Full-time

Pay: From $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person

Salary : $80,000