Office Manager

Company Overview

At Mid West Eye Center, we are committed to your total eye care. Our staff provides an innovative and integrated approach, using state-of-the-art technology, combined with the upmost in personal attention and service. Whether it’s performing Lasik or treating retina conditions or removing cataracts, you can be sure of the quality of vision care provided by our team of skilled, caring professionals.

Mid West Eye Center has a complete roster of board-certified Ophthalmologists, Retina Specialists and Optometrists, offering diagnosis along with surgical and non-surgical treatment for eye diseases Mid West Eye Center’s Cincinnati, Ohio and Northern Kentucky locations are easily accessible from the surrounding Tri-state area.

The Office Manager is responsible for supervising and overseeing all staff and clinical activities at the assigned office location on the Westside of Cincinnati. The Office Manager ensures quality services are provided according to established policies and procedures; is responsible for working in collaboration with practice physician(s) to manage templates and patient schedules. The office manager works closely with Human Resources and Administration on employee performance evaluations, hiring, transfers, promotions, and employee relations concerns.

• Day-to-day management of operations for the organization
• Ensure efficiency and effectiveness of clinic and front desk process
• Triage IT support requests and needs
• Place/approve office supply orders, accurately sort mail
• Lead/participate in weekly office operations meetings
• Manage physician templates and schedules
• Aid with patient flow in clinic, moving and readjusting staff as needed for proper clinic coverage
• Troubleshoot issues daily pertaining to patient care and scheduling
• Conduct monthly team meetings with all direct reports
• Update daily huddle information and display for all to view

• Ensure medical records processes and procedures run efficiently and accurately
• Identify inefficiencies and recommend solutions according to best practices

• Troubleshoot daily issues pertaining to patient care and surgery scheduling process
• Assist in process creation and update for surgery scheduling team(s)
• Hold regular meetings with surgery schedulers for feedback, process improvement, and to address issues/concerns

• Monitor and adjust staffing based on weekly overtime for direct reports; approve time off requests
• Responsible for onboarding of new front desk associates, surgery schedulers, and medical records specialists
• Conduct new hire 90 day and annual performance reviews for all direct reports with input from clinical manager/trainer for all clinical staff
• Responsible for disciplinary actions and termination of employees in conjunction with HR
• Evaluate employees as appropriate based on job duties and adherence to company policies and procedures. Provide feedback on an on-going bases and conduct timely annual employee performance reviews in partnership with the Practice Administrator/Regional Director and Human Resources

• Review outstanding balance report and work with front desk associates to collect patient payments (co-payments and prior balances)
• Manage missing charge reports
• Reconcile daily cash flow and management with Nex Tech and collected funds; complete weekly bank deposits

• Daily/Weekly monitor of patient comments and surveys using current reputation management software and websites.
• Work with Eye South marketing team to respond to on-line comments timely after posting (Google, Facebook, etc.)

• Responsible for all aspects of OSHA, to include documentation and training
• Responsible for clinic and office safety & continued staff training

• High school Diploma or equivalent, secondary education preferred.

• Minimum of 5 years of progressively responsible operations experience in a healthcare environment required

• Language skills: ability to clearly communicate thoughts and plans to clients, team members, and administration.

• Ability to read and interpret…