Job Description

Practice Manager

Job Title: Practice Manager (Bilingual)

Reports To: District Manager

Location: Edgewater

Short description of responsibilities here; The job of the Practice Manager is to perform staff management and training, sales, adherence of policies & procedures, management of sales, production & billing, accurate patient billing, insurance billing, accurate ordering product, orders management, pt & insurance receivables, accurate fee slipping, staff meetings & communication, staff coaching, managing COGS and practice profitability, marketing efforts to ensure a full appointment book.

Role

% of Time

Primary Responsibilities

Patient Care Experience

20%

• Ensure pleasant and professional patient experience from initial call through appointment and Rx pick-up 
• Ensure all staff are providing excellent customer service
• Manage patient and appointment data at check in: demographics, insurance, scheduler notes, and confirmations
• Responsible to ensure productive patient flow throughout day 
• Ensure that the office is clean, organized, display boards full and organized, front desk, etc. 
• Maintain and manage inventory, both frames, contact lenses, and necessary supplies 
• Oversight of ordering lab jobs - in-house and external, reducing turn-around time of all orders
• Responsible for buying frames suitable for practice; variety of sizes, shapes, fit, price points and keeping with current fashion 
• Perform optician duties as necessitated
• Ensure HIPPA regulations are followed 

Staff Training and Management

20%

• Understand and carry out vision, mission and culture of VEC
• Create staff schedule, including hours worked, task and assignment scheduling
• Conduct employee performance reviews on a monthly and annual basis. Documentation should be maintained to provide accurate feedback.
• 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 
• Ensure staff submits a personal review form and complete staff performance reviews.

Marketing and Sales

10%

• Responsible for patient experience, flow, scheduling 
• Maintaining full appointment utilization
• Train and coach opticians regarding patient sales; monitor and track sales performance
• With marketing team, develop marketing plans to include web/social media, events, networking, referral program, etc. 
• Oversee implementation of marketing plan; ensure tactics are implemented
• Provide needed photography and feedback to marketing personnel
• Track and analyze marketing and sales metrics; recommend adjustments to achieve target outcomes 

Insurance and Billing

15%

• 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
• Collection and oversight of patient receipts 
• Maximize insurance billing on timely basis

Practice Management

15%

• Conduct regular staff meetings; ensure adequate communication between all levels of staff 
• Attend and participate in manager meetings as scheduled
• 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 owners and GM regarding practice performance
• Perform staff management and training, sales, adherence of policies & procedures, management of sales, production & billing, accurate patient billing, insurance billing, accurate ordering product, orders management, pt & insur receivables, accurate fee slipping, staff meetings & communication, staff coaching, managing COGS and practice profitability, marketing efforts

Competencies include:

• Superior interpersonal communication skills; able to communicate with diverse patients, establishing rapport and trust; 
• Knowledgeable optician; able to train others 
• Strong sense of current trends and fashion as it relates to 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 at the same time 
• Detail-focused, organized, and methodical in follow up 

Does Not Do:

• Patient exams 
• Recall 
• Patient confirmations 

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:

Next level – Assistant General Manager or General Manager

skills

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