Oregon Eye Specialists is looking for an Office Manager who’s ready to dive in and make an immediate impact in our organization.
The Office Manager guides day-to-day operations – working with a diverse team of clinical staff, optical staff, and eye care providers to ensure that patients’ needs are met and expectations are exceeded. A person in this role thrives on building effective systems, tackling cross-disciplinary challenges, and providing support across multi-functional teams.
The ideal candidate has deep clinical expertise and boasts a successful track record of managing teams that produce exceptional results. You have a brain built for planning and problem-solving, powerful communication skills, and a knack for making the people and environment around you better. Excellent clinic performance, patient experience, and continued improvement across Oregon Eye Specialists is your primary objective – you understand how to motivate and recruit those around you to contribute to this purpose.
At Oregon Eye Specialists, we firmly believe that our culture and our team are the most powerful engine for the health of our organization and the well-being of our patients – which is why we look for a certain caliber of candidate.
If you answer “yes” to the following questions I encourage you to review the job description, and consider joining the Oregon Eye Specialists team:
- Are you someone who takes pride in owning projects, initiatives, and outcomes?
- Do you thrive when bridging the gap between the big picture operations and day-to-day needs and improvements?
- Are you ready to contribute top notch ideas and carry initiatives from concept to completion?
- Are you someone who constantly seeks ways to make your environment and those around you better?
- Do you take pride in leveraging your strong communication skills to help your team succeed?
- Does working hard excite and energize you?
- Are you passionate about being a part of the gift of sight?
About Oregon Eye Specialists
Oregon Eye Specialists, P.C. is a progressive and established eye care group operating 9 locations across the state of Oregon.
Our diverse team of medical, clinical, optical, and administrative staff are the heart of our business. We believe that investing in the health, happiness, and growth of our team is one of the most strategic priorities for the company.
As such, you will find a robust benefits program (competitive compensation, comprehensive health care, cutting-edge technology, vibrant workspaces, etc.) – but we’ve found that what really drives our team to engage with the organization and deliver their best work are a number of unique perks, like:
- An intimate culture – You won’t find an empty corporate environment at OES. We work hard to make sure that our staff and our patients benefit from an intimate culture and small clinic setting.
- Top-notch talent – Like attracts like, and we’ve found that when we hire smart, talented people they attract and help foster a culture of performance around them.
- Engaged leadership – The same doctors and staff that you work alongside every day are dedicated to making OES a great place to work. Leadership helps employees understand where we’re headed as a business, what we’re here to accomplish, and how you can help.
- Meaningful work – We deliver the gift of sight. It’s difficult to imagine a more rewarding career.
- Opportunity for growth – Every professional deserves an employer invested in cultivating their professional skills and pursuing a meaningful career path. At OES, the opportunities are endless.
The job in a nutshell: The Office Manager will oversee daily operations of the clinic including supervision & development of staff, coordination & optimization of physician schedules, maintenance of office efficiency, and support of OES culture, mission, and strategic goals.
This role is designed for a person who loves people (patients, staff, and referral partners) as well as the nuts-and-bolts side of planning and process. As Office Manager, you’ll guide staff training and oversee performance, act as a patient liaison, build and maintain effective relationships with physicians and management, as well as help build and enforce clinical policy and procedure.
Reports to: Chief Administrative Officer
At Oregon Eye Specialists, core values, abilities, and a demonstrable track record of success are more important to us than direct experience. That being said, an ideal candidate would meet the minimum requirements and have the following skills:
- Direct and manage the day-to-day operations of the clinic site, focusing on the delivery of efficient and quality treatment for patients, interact with and care for patients in a manner consistent with OES mission and values.
- Actively manage cost center operating costs as it relates to clinical expenses and make recommendations for optimizing revenue streams.
- Coordinate and maintain appropriate level of staff to support the clinic needs; produces and maintains staff schedule, including approving time off and maintains payroll procedure for staff.
- Responsible to train and onboard new hires.
- Create and implement clinic staff training, continued education, and staff schedule programs at each clinic.
- Hiring and termination of staff with assistance from HR.
- Create an environment oriented to trust, open communication, creative thinking, and cohesive team effort.
- Fosters teamwork, provides feedback, development, and discipline to staff, and huddles with providers regularly regarding staff performance. Performs interim and annual performance evaluations for all staff.
- Motivate and keep the team focused and on-track. Recognize and celebrate team accomplishments and exceptional performance.
- Understands front desk, technician, surgery coordinator, referral coordinator procedures and workflows, provides recommendations to enhance procedures when necessary.
- Coordinates with billing department to ensure proper billing and insurance policies and procedures are implemented and maintained.
- Provides direction and feedback to providers, manages physician’s scheduling template.
- Manages patient disputes/complaints, document concerns when needed.
- Follows incident reporting procedures when employee or patient has an incident.
- Ensure practices and procedures within clinic comply with applicable state and federal regulations, with strong emphasis on patient confidentiality and compliance with HIPAA/HITECH.
- Ensure clinic is clean and orderly.
- Ensure facilities and equipment is in working order and arranges for maintenance and repair as necessary.
- Collaborate with OES leadership to develop, implement, and enforce clinic policies and procedures – meets regularly to maintain alignment.
- Implements and manages new initiatives as requested by administration.
- Stay current with industry trends and technological developments, and make recommendations to enhance business opportunities for the practice.
- Bachelor’s degree required in relevant field. Relevant experience may be substituted.
- 3-5 years’ ophthalmic group practice experience with clinical/technical background required. Knowledge of business office operations preferred.
- Minimum 2 years’ experience working with, managing, and motivating a team.
- Track record of successful team performance with a flexible, open management style.
- Excellent verbal and written communication skills – you display a high degree of diplomacy and tact even in challenging situations.
- Experience coordinating with internal and external stakeholders across multiple initiatives.
- Application of high-level organization and problem solving skills – you act quickly and follow through when problems occur.
- Experience working with computer operating systems and software programs commonly found in a healthcare environment.
The American with Disabilities Act requires that responsible accommodations be made for qualified individuals to help perform the required duties and tasks of the position. Please let us know at the time you apply for the position if you will need any special accommodations.
OES is an Equal Opportunity Employer. OES does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable state or federal civil rights laws.
This position is subject to a pre-employment criminal background check, as well as a drug screening test.