Office Manager

Job ID: 10-2022-212


Specialty Eye MDs is a large and comprehensive Ophthalmology practice in New Jersey. We are the recognized leader in vision care treating adults and children.



The OFFICE MANAGER oversees the daily operations of the office to run it smoothly, economically and on-time, by ensuring that doctors and staff schedules are in place. The Office Manager is responsible in meeting productivity objectives of doctors and staff as prescribed by the Management, submit quarterly P/L reports, implement company’s policy and procedure



This is an extensive list of duties but not an all-inclusive one. Additional responsibilities maybe assigned, if deemed necessary by the Practice Manager.

  • Follow and manage the office schedules as directed by Management office, workflow and office staff assignments to maximize the efficiency of patient flow and quality of care on a daily basis.
  • Monitor and ensure Front Desk Team of Check-in & Check-out follow a zero-error policy and adhere to the Training Manual at all times.
  • Ensure the Ophthalmic Technicians (Med Tech) are equipped to assist the doctors with thorough training and follow the protocol.
  • Focus on Patient Recall to meet or exceed a target of 15 (actual) live-connects / day.
  • Implement Company’s Policies and Procedures to meet productivity objectives of staff and optimize patient care.
  • Submit Requisition forms in a timely manner to maintain adequate inventory levels of all necessary medical and office supplies at all times. Ensure that all supplies are stored in a safe and organized fashion.
  • Forecast and Set in motion the annual revenue goal of the practice in collaboration with the Head Office.
  • Submit an annual expense budget in Q4.
  • Responsible for the P&L of the Office. Manage expenses – be prudent, initiate cost-cutting measures & avoid wasteful expenses.
  • Ensure that medical records are properly stored and released.
  • Regularly review productivity and workflow with staff to make manpower adjustments as needed.
  • Conduct team huddles and address patient concerns.
  • Report problems: IT, phones, cameras, lasers, and all other equipment.
  • Keep updated knowledge of Regulatory Compliance within healthcare industry and ensure all federal and state laws / guidelines are followed (eg OSHA, CLIA, HIPAA, FMLA).
  • Help to optimize staff morale.
  • Develop and maintain a list of all disposable / expired supplies. Regularly audit, and report to Head Office.
  • Maintain and ensure the protocol for office opening and closing.
  • Provide monthly evaluation of all equipment, IT infrastructure, cleaning, routine maintenance and repair. Report it to Practice Manager on a monthly basis.
  • Maintain a list of all current equipment, age, warranty status, issues.
  • Maintain all staff work-hours, conduct half-yearly appraisals and annual evaluation along with Practice Manager for consideration of raise / promotion.
  • Serve as a point of contact for all staff concerns. Investigate, assist in conflict resolution and report all incidents to Head Office
  • Respect confidentiality and privacy of staff concerns and personal information.
  • Ensure current licensures for clinical staff.
  • Ensure staff’s CEU are up-to-date.
  • Ensure adherence to Employee Handbook and Employee Policy Manual.
  • Report requests for disability, sick leave, FMLA, layoffs, furloughs.
  • Follow Company policy for Implementing disciplinary action and termination of staff.
  • Facilitate long-term relationships between practice and referral sources in the community.
  • Build referring physician relationships, prepare monthly reports for referrals made.
  • Reach out to new physicians in the community.
  • Organize “lunch and learn” lectures / seminars for our doctors with Internal Medicine / Family Physicians in the neighborhood.
  • Conduct monthly review meeting with Practice Manager, address negative feedback with physician as needed, optimize positive review generation.



  • Bachelor’s degree or equivalent in business and/or health care management. OR
  • Experience with Google Documents, MS Office Suite, MS Visio.
  • Experience with My Vision Express and STI.
  • Knowledge of Social media marketing
  • Excellent interpersonal and communication skills with staff, patients, and physicians.
  • Extremely high standards with a passion for excellence, integrity, and efficiency.
  • Excellent management, leadership, and organizational skills.
  • Excellent attention to detail.
  • Ability to triage problems, intelligently delegate responsibilities, and ensure proper execution.
  • Experience and knowledge in physician practice building.
  • Experience in marketing and optimizing referring doctor relationships.
  • Strong working knowledge of third-party insurances.
  • Management experience in an ophthalmology setting.
  • Willingness to be available for urgent staff and physician calls from 9:00 am until 7:00 pm.
  • Willingness to work evenings and weekends on occasion.
  • Willingness to check and reply to emails within 2-3 hours in most situations.
  • Maintain local contact list for all potential emergency issues – IT, plumbing, handyman, equipment, pharmacy etc.
  • Manage Inventory and take yearly Stock of all company Assets – Closets, Racks, Desks, chairs, medical and non-medical equipment, medications, Work-stations, software, hardware, network equipment, phone systems, surveillance systems etc.
  • Follow-up Office lease



  • +10 years’ experience in healthcare practice efficiency optimization and data analysis.
  • Manage an ophthalmology practice including office management, administrative, practice-building, with a staff of 5 or more.
  • Established relationships in the Central & North New Jersey ophthalmology and optometry communities

To apply for this job, please send your resume to