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