SECTION 1: Job Summary

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

 

	Education requirements:
	Less than high school
X	High School or GED
	Vocational / Technical Degree or Certification
	Degree – RN
	Degree – Other:
	4 years / Bachelor’s Degree
	Post Graduate Degree

 

		List specific licensure or certification requirements below:
	Licensure / Certification:
	Licensure / Certification:

 

SECTION 5: Experience Requirements 

• Previous optical management experience preferred.
• Industry related experience preferred.
• Associates or Bachelor’s degree in Business Administration or Healthcare Management preferred.
• Favorable result on background check as required by state.

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	Physical Requirements	% of Time	LBS
Bending	25		Vision – close/distance	100
Carrying	25	≤ 25	Vision – color vision	100
Climbing	5		Vision – depth perception	100
Driving	10		Vision – peripheral vision	100
Grasping	100		Vision – ability to adjust focus	100
Hearing	100		Stooping	25
Lifting	10	≤ 25	Walking	75
Pulling	10	≤ 25	Writing/Typing	100
Pushing	10	≤ 25	Speaking	100
Reaching	50		Fine Motor Skills	100
Sitting	50		Use of Hands	100
Standing	50		Other (please describe)

Location: Work takes place in a normal office/clinical environment. At times, travel to other locations may be necessary to fulfill essential duties and responsibilities of the job. Thus, those needing to travel for work must have access to dependable transportation, and driving record must meet company liability carrier standards.

Exposure:   Works in normal office environment during normal business hours. May be exposed to blood or bodily fluids. May also be exposed to various cleaning supplies. 

Equipment: The equipment typically used in this position is a computer, fax, copier, printer, scanner and telephone.  Must have good working knowledge of Microsoft applications.  Other equipment may be used as needed. May use Oprometric equipment/devices per sub-specialty requirement such as lensometer; keratometer; phoropter; visual acuity measuring; retinal camera; corneal topography unit; retinoscope. Personal Protective Equipment (PPE) follows standard precautions using personal protective equipment.