Office Manager - Clarkson Eyecare

Job Title: Office Manager
Company:  The EyeDoctors
Location:   Topeka, Gage St. 

Perks:

• Full Benefits Package - Medical, Vision, Dental and Life Insurance
• 401k + Employer Matching
• Paid Time Off and Paid Holidays
• Competitive Base Pay + Bonus
• Optical Education Reimbursement
• Paid Maternity Leave

Hours:

• Full Time
• Our offices are open Monday-Friday 8am-7pm, Saturday 8am-1pm
• You will not work all of these hours, but you must have open availability to work any shift within these hours.
• You may have to work a little earlier/later as needed

Requirements:

• Management experience
• Experience working in eyecare/optical preferred
• High School Diploma or GED Equivalent
• Favorable result on Background Check
• Strong customer service and leadership skills
• Excitement to learn and grow 

Essential Functions:

• Manage day-to-day operations of the office, including employee scheduling, weekly meetings, report generation, inventory assessment, supply ordering, employee training and other duties as assigned or needed within the office
• Lead the staff by guiding them to success through focused support and coaching
• Effectively communicate with patients, doctors, staff and various levels of management and corporate staff
• Answer inquiries through phone, email, and in person requests

FORMAL JOB DESCRIPTION 

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

• High school diploma or GED required.
• Associates or Bachelor's degree in Business Administration or Healthcare Management preferred.
• ABO and NCLE certifications preferred, but not required.

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.
• Must be able to provide proof of identity and right to work in the United States.

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.

Physical Requirements           % of Time        LBS

Bending                                        25     
Carrying                                       25                    ≤ 25
Climbing                                         5        
Driving                                        10      
Grasping                                   100     
Hearing                                     100     
Lifting                                          10                    ≤ 25
Pulling                                         10                    ≤ 25
Pushing                                       10                    ≤ 25
Reaching                                     50      
Sitting                                          50      
Standing                                      50      
Vision – close/distance              100
Vision – color vision                   100
Vision – depth perception          100
Vision – peripheral vision           100
Vision – ability to adjust focus    100
Stooping                                       25
Walking                                        75
Writing/Typing                            100
Speaking                                    100
Fine Motor Skills                        100
Use of Hands                             100
Other (please describe)

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 Optometric 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, veteran or disability status.