Office Manager

Operations Manager

The Operations Manager works in conjunction with the Facility Administrator in overseeing administrative, financial, optical, and operational activities of the practice.

Operations Management

• Identifies opportunities for practice growth and revenue diversification through satellite offices, ambulatory surgery centers, or other ventures and ensures effective implementation and subsequent management of designated priorities.
• Monitors developments in the local market and provides recommendations regarding appropriate responses and strategies. Ensures implementation of planning and growth initiatives.
• Upholds the standards mandated by OSHA and ensures compliance within the practice.
• Partners with Facility Administrator to arrange, coordinate and manage the annual OSHA in-service review for the ACS.
• Maintains HIPAA compliance to ensure confidentiality and integrity of the practice.
• In partnership with the Facility Administrator, ensures operational and facility compliance measures are met.
• Works with Corporate Marketing team in the development and administration of ongoing marketing efforts to inform current and potential patients regarding practice services available; also monitors effectiveness of such efforts through appropriate measures and review.
• Assists with planning and coordinating practice events.
• Maintains positive and loyal relationships among referring specialists, actively solicits and resolves areas of concern, and provides appropriate training and coordination assistance for referring offices.
• Oversees all supply ordering and inventory management in all departments (non-clinic related)
• Oversees failing and outdated equipment to ensure optimal efficiencies and safety requirements (non-clinical related).
• Ensures timesheet authorization, PTO approvals and all required payroll reporting is completed in a timely manner.
• Manage all Dr PTO through the corporate Dr Tracking tool.
• Performs other duties and assumes various responsibilities as determined by the Facility Administrator and Regional Director of Operations.
• Coordinate office contracts and facilities maintenance (snow removal, lawn care, HVAC repairs, etc.)
• Assigns door and alarm codes and access level of PM and EMR modules.
• Works with vendors and contractors on installation and implementation of new workflows, equipment, and/or technologies.
• Oversees training of departments in new operations, processes and equipment.
• Contributes to the team effort by completing other tasks as needed.

Financial Management

• Maintains appropriate oversight of practice financial operations as it relates to supply and optical purchasing, budgeting, and safekeeping of practice assets, and ensures optimal efficiency and profitability within the practice.
• Ensures key performance indicators are met across all departments.
• Meets with RDO and Facility Administrator on a regular basis to provide recommendations, reporting and insights.
• Provides day-to-day oversite and leadership to the AR team.
• Creates and maintains reports and dashboards with regard to operational analytics.
• Assists with Doctor Recruiting efforts in conjunction with Corporate Shared Services and Regional Director of Operations.
• Coordinates with Corporate Payroll to ensure accurate processing of bi-weekly payroll.

Leadership Oversight

• Directly manages the designated departments inclusive but not limited to staff training and development.
• Ensures effective supervision and training of practice staff, encourages optimal performance, and maintains compliance with operating procedures and governmental regulations.
• Ensure timely and effective referring physician engagement and support.
• Fosters a positive work environment by communicating effectively across all departments (both clinical and non-clinical).
• Conduct monthly manager meetings.
• Serve as the Day 1 Contact for all new employees (onboarding) including I-9 verification, IT setup, general practice specific rules/processes/access/parking/uniforms etc.
• Escalates employee relations and other important human resource related matters to the Corporate HR Department.

Qualifications

• Bachelor's degree required, (MBA preferred)
• 3+ years of multi-site clinical management experience required; ASC experience strongly preferred. Ophthalmology a plus.
• Proven ability to thrive in a highly matrixed environment.
• Rational and analytical approach with a friendly disposition; ability to remain calm in difficult situations.
• Intermediate computer skills including Microsoft Office;
  Word, Excel, Outlook, and PowerPoint.
• Excellent interpersonal skills include the ability to interact effectively and professionally with individuals at all levels; both internal and external.
• Exercises sound judgment in responding to inquiries; understands when to route inquiries to the next level.
• Self-motivated with strong organizational skills and superior attention to detail.
• Must be able to manage multiple tasks/projects simultaneously within inflexible time frames; ability to adapt to frequent priority changes.
• Proven…