Pay: $23-$25 hourly
Reports To: District Manager
Overview:
The Assistant Practice Manager is responsible for helping oversee the patient experience & care, with staff training & management, marketing & sales, insurance & billing, and general practice management.
Primary Responsibilities:
Patient Care
Ensure pleasant and professional patient experience from initial call through appointment and Rx pick-up
Manage front desk, reception, patient confirmations, patient thank yous, patient call backs
Responsible for ensuring productive patient flow throughout day
Ensure that the office is clean and organized, display boards full and organized, front desk, etc.
Maintain and manage inventory, both frames, contact lenses, and necessary supplies
Perform optician duties as necessitated
Ensure HIPAA regulations are followed
Staff Training and Management
Create staff schedule, including hours worked, task and assignment scheduling
Conduct employee performance reviews
Provide ongoing training and professional development to current staff members
Ensure opticians are trained and knowledgeable about product lines, product advances, etc.
Provide ongoing feedback to staff members regarding performance
Train new staff members, including VEC culture and philosophy, sales and marketing efforts, office procedures, insurance and billing, Office Mate and other software, and optometry testing
Marketing and Sales
Train and coach opticians regarding patient sales; monitor and track sales performance
With a marketing team, develop marketing plans to include web/social media, events, networking, referral programs, etc.
Oversee implementation of the marketing plan; ensure tactics are implemented
Track and analyze marketing and sales metrics; recommend adjustments to achieve target outcomes
Insurance and Billing
Train staff on insurance billing, pricing, discounts, and appropriate documentation and follow up
Audit fee slips and insurance claims daily
Accounts payable: review vendor statements to ensure proper pricing and credits due for/to VEC
Direct the filing of invoices and reconciling statements
Responsible for ensuring correct ordering and pricing by staff
Practice Management:
Conduct regular staff meetings; ensure adequate communication between all levels of staff
Track, analyze, and report established office performance metrics; recommend adjustments and changes to owners and staff to improve performance
Share appropriate performance data with staff members; solicit feedback for improved performance
Meet regularly with practice manager, practice owners and district manager regarding practice performance
Competencies:
Superior interpersonal communication skills.
Knowledgeable optician; able to train others.
Strong sense of current trends and fashion in frames and lifestyle.
Ability to motivate and manage team members.
Proactive, respectful, positive, and creative approach with people.
Analytical – ability to track, tally, and analyze data to improve practice.
Results-oriented: able to maintain focus on objectives and move multiple projects forward.
Detail-focused, organized, and methodical in follow-up.
Does Not Do:
Patient exams
Recall
Education/Experience:
Bachelor’s degree in business or related field preferred
5-7 of years optical experience, preferably in private practice, or equivalent medical office management experience
Previous management experience required, including staff and budget oversight
Certified Optician preferred; Certification expected within 12 months of hire
Experience with insurance plans and medical billing
Potential Career Path
Grow into a Practice Manager or General Manager