Assistant Practice Manager

Job Title: Assistant Practice Manager
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