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Practice Manager

4 months ago

Chicago, United States Gro HR Consulting Full time
Job DescriptionJob Description
Job Title: Practice Manager

Salary: $60,000 per year

Reports To: District Manager


Overview:

The Practice Manager is responsible for overseeing patient experience & care, 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

  • 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 HIPAA regulations are followed


Staff Training and Management

  • 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

  • Responsible for patient experience, flow, scheduling

  • Maintaining full appointment utilization

  • 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 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

  • 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:

  • 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 & insurance receivables, accurate fee slipping, staff meetings & communication, staff coaching, managing COGS and practice profitability, marketing efforts


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.

  • 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

  • Grow into an Assistant District Manager or District Manager