Eye Clinic Office Manager

Job Description

Job Description

Benefits:

• Simple IRA match
• Employee discounts
• Health insurance
• Paid time off

Crozet Eye Care, Optometrists, a 20 year old, single-owner private practice, is accepting applications for an Office Manager.

Excellent opportunity to live in beautiful Central Virginia. This area provides all of the amenities of Northern Virginia and Richmond, with none of the hassle. You will love it!

Being founded on Christian values in 2006, Crozet Eye Care believes in treating others the way they would like to be treated, both staff and patients. As a team member, you will work together with others who have a sincere spirit of cooperation and teamwork. This spirit will not only help the practice continue to be a success, but also will promote a pleasant and rewarding work environment for all of us.

You will be a part of providing the ultimate in quality care for our patients. Our patients say we treat them like family. Our motto is, “Our promise is to make you and your eyes happy.” Every decision and every action taken by our team should be aimed at achieving this goal.

Position Summary

The Office Manager leads daily operations for an OD-owned optometry practice with 12–16 team members and both medical and vision billing. This role ensures excellent patient experience, efficient clinic/optical flow, strong team performance, healthy revenue cycle results, and compliance. The Office Manager partners with the Optometrist/Owner to execute practice goals and drive measurable growth.

Core Responsibilities

Practice Operations & Patient Experience
· Own the daily clinic “command center”: staffing coverage, room/tech flow, optical handoff, and schedule optimization.
· Maintain consistent standards for phone response, check-in/out, wait times, and service recovery.
· Build and enforce standard operating procedures (SOPs) for key workflows (new patient, medical visits, contact lens, optical, urgent care).

Team Leadership
· Hire, onboard, coach, and evaluate staff; run weekly huddles and structured 1:1s with team leads.
· Create cross-training and coverage plans to reduce single-point-of-failure roles.
· Manage timekeeping, PTO, attendance, and performance documentation with professionalism and fairness.

Medical + Vision Revenue Cycle Oversight
· Ensure strong processes for eligibility, authorizations, referrals, and pre-visit preparation (especially medical visits).
· Oversee accurate charge capture and documentation readiness (supporting provider templates and workflow).
· Manage claims submission, payment posting, denial resolution, appeals, and patient collections.
· Monitor AR aging, denial trends, and underpayments; coordinate corrective actions and training.

Financial & Performance Management
· Manage daily close: deposits, cash controls, reconciliations, and variance resolution.
· Track and report KPIs weekly/monthly; translate data into action plans.
· Support budgeting, expense control, vendor negotiation, and purchasing (clinical supplies, frames, contacts, office supplies).

Compliance, Risk, and Facilities
· Maintain HIPAA/privacy, OSHA/safety, and documentation standards; support audits and payer requests.
· Coordinate facility upkeep, equipment servicing, and IT/practice management system support.
· Maintain employee files and policy adherence; ensure incident reporting processes are followed.

Growth, Recall, and Marketing Execution
· Lead recall/reactivation systems and referral development (PCPs, specialists, local employers).
· Support community outreach, online reputation management, and promotions aligned with OD/Owner strategy.

Required Qualifications
· 4+ years in a medical office leadership role (optometry/ophthalmology preferred), with responsibility for both people and operations.
· Demonstrated success supervising a team
· Working knowledge of medical insurance billing/revenue cycle (claims, denials, AR management) and vision plan workflows.
· Comfort with practice management/EHR systems and KPI reporting.
· Strong interpersonal skills with ability to coach, hold accountability, and de-escalate patient concerns.

Preferred Qualifications
· Optometry experience including optical operations (frame/contact lens ordering, dispensary flow, optical capture).
· Familiarity with common vision plans (e.g., VSP) and medical payer appeals processes.
· Experience leading process improvement and building SOPs/training programs.

Key Performance Indicators (KPIs)
· Schedule utilization; cancellation/no-show rate; patient wait time and visit cycle time.
· AR days; percentage of AR > 90 days.
· Copay/estimate accuracy; underpayment recovery.
· Optical capture rate and revenue per encounter.
· Recall effectiveness and reactivation volume.
· Staff retention, training completion, and engagement.

Work Environment & Schedule
· In-office clinical setting; occasional evenings/weekends based on patient hours.
· Frequent standing/walking; occasional lifting of boxes (supplies, frames, contacts).

Compensation & Benefits
Competitive salary (based on experience) with potential bonus tied to defined KPIs. Benefits may include health coverage, retirement plan, paid time off, and employee eyewear/vision benefits.