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Coastal Eye Associates · 1 day ago

Office Manager

Houston, TX

Full-time

Onsite

Mid, Senior Level

3+ years exp

Coastal Eye Associates offers comprehensive eye care for families, prioritizing trust and wellbeing. The Office Manager is responsible for supervising Front Desk Associates, Medical Records, and Appointment Scheduling employees, ensuring service and quality standards are maintained while acting as a resource to clinicians and staff.

Hospital & Health Care

Responsibilities

Oversees management of direct reports to include hiring, training, development, support, performance management, and termination of staff with oversight from human resources

Schedules staff coverage according to clinic need, monitors incoming phone volume for appointment coverage and coordinates vacation, out schedules for staff to assure clinic function

Works with Practice Administrator to coordinate physician scheduling changes, protocol changes, informing staff, modifying system schedules, assigning reschedules. Informs after hours answering service of any changes to afterhours calls or weekend coverage

Oversees all patient engagement – recalls, appointment reminders, patient surveys, whether system generated or patient personal

Serves as local compliance officer with coordination of HIPAA compliance for all clinics, ensuring that patient privacy is understood by all clinic, front desk, office staff

Oversees all patient injury paperwork, coordinating with other compliance staff, nursing staff, other clinic staff or doctors, as necessary

Coordinates all office calendars, holidays, and office celebrations with input from Practice Administrator, other supervisors, Human Resources

Creates patient notices for all doors when practice hours are affected by holiday/other schedule changes

Coordinates the use of (and hiring as necessary) for outside vendors for offsite storage, janitorial, other vendors with input from other management team members

Coaches and develops staff to provide service excellence with patient care

Assists with creating and implementing internal processes and procedures to improve efficiencies and ensure quality patient care

Contributes to the team effort by completing other projects and tasks as needed

Qualification

Clinic management experienceHIPAA compliance knowledgeTeam leadershipHealthcare experienceAdvanced computer skillsMulti-tasking abilityInterpersonal skillsOrganizational skills

Required

Prior clinic management experience strongly preferred

3+ years healthcare related experience; preferred in a multi-site environment

Extensive knowledge with HIPAA and OSHA compliance

Proven ability to lead and develop a team and drive performance improvement, demonstrated by progressive increases in management responsibility

Team player that develops strong collaborative working relationships with internal partners and can effectively engage and ability to build consensus among cross-functional teams

Advanced computer skills including Microsoft Office; especially Word, Excel, and PowerPoint

Excellent interpersonal skills including the ability to interact effectively and professionally with individuals at all levels; both internal and external

Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level

Self-motivated with strong organizational skills and superior attention to detail

Must be able to manage multiple tasks/projects simultaneously within inflexible time frames. Ability to adapt to frequent priority changes