Office Manager II

At Atlantic Eye Institute, our mission is to help our patients live their vision through exceptional, compassionate and honest eye care for every stage of life. And treat them like members of our family—because they are.

Living Our Vision: They say seeing is believing. But we say it’s much more than that. Seeing is how the story of our life is told. A journey that unfolds through your very own eyes. A journey we’re on together, every step of the way—from a child’s first eye exam, to their first pair of glasses and contacts, to LASIK, and even cataracts, we help you see the world better at every stage in your life. Any age, any problem, any time, we will be there. That’s because at Atlantic Eye Institute we believe in the power of seeing things clearly.

Every vivid color. Every precise movement. Every memory. And so, our team remains committed to you, from the most advanced technology and personalized care to being available 24/7 and always doing the right thing. This is our vision for you: A world where seeing isn’t just believing; seeing clearly is living fully. That’s why at Atlantic Eye Institute, we not only help improve your vision—we help you Live Your Vision.

We invite you to join our team!

Responsible for managing the day-to-day operations of Atlantic Eye Institute, P.A. and its four office locations.  Provide administrative leadership to the practice. Ensure quality services are provided according to established policies and procedures. Responsible for working in close collaboration with Providers, Practice Administrator (PA) Managers and Team Leads to ensure smooth day-to-day operations to include doctor templates and patient schedules. Partner with the Human Resources and Practice Administrator for employee performance evaluations, hiring, transfers, promotions, and employee relations concerns.

Responsible for communicating Practice initiatives, training, correspondence, etc. to the management team on behalf of the Practice Administrator

• Monitor daily operations to ensure they align with practice standards
• Assist Practice Administrator with oversight of financial performance of the revenue cycle, summarizing information and reports, and identifying trends
• Ensure staffing is appropriate for day-to-day operations
• Encourage and improve cross-department internal communication
• Maintain office facilities, equipment maintenance, repairs, planning
• Assist Practice Administrator with special projects

Front Office Operations:

• Work closely with Patient Services Manager to supervise, train, and evaluate Patient Services Staff
• Develop and enforce standard operating procedures for front desk and call center operations
• Oversight of employee time, attendance, and PTO requests as outlined in Policy & Procedures Manual.
• Educate and motivate, in conjunction with department manager, employees regarding front office best practices. Assist in monitoring office scheduling software and phone etiquette to meet exact standards as set by practice.
• Promote professionalism and superior customer service from all levels of staff: develop process improvements on a regular basis
• Keep abreast of industry best practices as it relates to patient communication software products
• Address and resolve patient complaints and escalations related to any front office interactions
• Regularly assess staffing needs and processes with Patient Services Manager
• Assist in the evaluation of employee performance and provide feedback on an on-going basis. Conduct timely annual employee performance reviews in partnership with the Practice Administrator and Human Resources
• Review and approve all medical record subpoenas, court ordered requests, Audits of any kind
• Ensure that Medical Records processes and procedures run timely, efficiently and accurately

Clinical Operations

• Work closely with Clinical and Surgery Scheduling Managers to ensure quality of clinic, refractive and cosmetic surgery operation
• Troubleshoot issues as needed with equipment maintenance, repair, and replacement.
• Conduct weekly clinical and surgery scheduling meetings
• Oversight of department employee time, attendance, and PTO requests as outlined in Policy & Procedures Manual
• Assist in the evaluation of employee performance and provide feedback on an on-going basis. Conduct timely annual employee performance reviews in partnership with the Practice Administrator and Human Resources
• Ensure that MIPS, organizational operation manuals, training protocols, compliance monitored

Human Resources

• Partner with Human Resources to manage, train and develop staff
• Assists Human Resources with E-Compliance training
• Assist Managers with HR issues, forms, queries from employees

Office Management

• Assist PA in measuring productivity by analyzing performance data, financial data, activity reports
• Oversight of Revenue Cycle Management, work closely with Billing Manager
• Oversight of doctors’ daily schedules and clinical templates
• Manage overall flow at all office locations to ensure efficiency and patient satisfaction while determining staffing needs to meet production goals
• Collaborate with Clinic Manager and PA for the selection of any new equipment at all locations
• General repairs and maintenance review for all office and facility equipment
• Oversight of office supply ordering
• Review daily billing practices with the Billing Manager for accuracy.
• Participate in weekly operations meetings
• Participate in front office meetings
• Oversee programming updates for both front office and clinical departments
• Manages both internal and external patient and physician satisfaction and expectations.
• Some basic knowledge of Optical Dept, sales, frames, lenses, repairs, etc.

• Bachelor’s, healthcare administration, preferred, Ophthalmic certification a plus, COA, COT, COE
• Minimum of 5 years’ operations experience in a healthcare environment, preferably Ophthalmology
• Strong computer skills: Microsoft Office; Word, Excel, and PowerPoint.
• Proficient in PM/EMR systems (Ophthalmology software preferred)
• Strong knowledge of the RCM process, insurance contracts, reimbursement, benefits
• Excellent people skills, strong communicator, professional demeanor
• Experience with operation of clinical department, refractive surgery
• Strong understanding of HIPAA, OSHA, labor laws and other compliance requirements
• Ability to manage a fast-paced environment and prioritize tasks based on importance
• Collaborator that develops strong collaborative working relationships with internal partners and can effectively engage and build consensus among cross-functional teams

We offer a competitive benefits package to our employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• HSA/FSA
• Telemedicine
• Generous PTO Package

We also offer the following benefits for FREE:

• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D
• Short Term Disability Insurance
• Long Term Disability Insurance

EyeSouth Partners is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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