Assistant Office Manager

 

 An Assistant Office Manager is a highly engaged leader that possess a high level of acuity in business acumen and is focused on developing a patient-focused team that is goal oriented.

 
SECTION 2: Duties and Responsibilities   

• Effective execution of Total Patient Experience (TPE).
• Develop and maintain a good working relationship with doctor/doctors associated with office location.
• Enforce all corporate policies and procedures.
• Reinforce TPE in an effort to enhance the customer experience. This includes: prompt greetings, professionalism, selling standards to include the “Quality inspections”.
• Motivate team members by remaining positive and communicating any changes or news in a supportive and constructive way.
• Assist with executing day-to-day operations of the office. Examples include: Monitor and assist with office flow, supply inventory, team member training and other duties as assigned or needed within the office.
• Provide guidance and assist with proper medical chart handling, insurance and billing, frame and contact lens selection, policies and procedures, and computer software.
• Assist leading the office by guiding them to success through focused support and coaching as directed by the Office Manager.
• Enhance processes and workflow by taking initiative to work with Office Manager to build action plans to increase the efficiency and profitability of the office.
• Handle team member and patient questions in the absence of the Office Manager.
• Active and ongoing communication with Office Manager.
• 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

• Assistant 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.
  
  

SECTION 5: Experience Requirements

• Previous optical management experience preferred.
• Industry related experience 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
• 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

• There are no supervisory responsibilities for this position.
  
  

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