Office Manager

Position Overview
We are seeking an experienced and proactive Office Manager to lead our small-group 4 ophthalmologist private practice in the heart of Pasadena. You will be the operational backbone of our clinic, overseeing everything from front-desk reception and ophthalmic medical billing to hiring and managing office staff, scheduling, and patient satisfaction. The ideal candidate balances exceptional organizational and problem solving skills with a warm, patient-first leadership style to keep our fast-paced clinical environment running smoothly.

Key Responsibilities
1. Operations & Patient Flow
-Supervise daily clinical and administrative operations to ensure efficient patient check-in, minimal wait times, and optimal patient flow.
-Manage the practice's Electronic Health Records (EHR) and Practice Management (PM) software systems.
-Oversee patient scheduling, ensuring a productive balance between routine vision exams, complex medical follow-ups, and urgent work-ins.
-Resolve patient complaints or administrative bottlenecks with empathy and professionalism.
2. Financial Management & Ophthalmic Billing
-Oversee the complete revenue cycle, including patient co-pays, daily balancing, and end-of-month financial reporting.
-Manage medical insurance verification, pre-authorizations, and claims submission for major medical carriers and Medicare
-Manage practice expenses, vendor accounts, and office/medical supply inventory.
3. Personnel Leadership & Compliance
-Recruit, train, onboard, and manage administrative (front desk) and clinical (technician) support staff.
-Develop staff schedules and manage payroll, time-tracking, and performance reviews.
-Ensure absolute compliance with HIPAA, OSHA, and federal/state healthcare regulations.
-Maintain a collaborative, positive workplace culture among physicians, technicians, and administrative staff.

Qualifications & Skills
-Experience: 3-5 years of healthcare office management experience preferred. Direct experience in ophthalmology or optometry is highly preferred (not mandated).
-Billing Knowledge: Strong understanding of medical billing, ICD-10 coding, and CPT codes specific to eye care preferred (e.g., eye codes vs. E/M codes, diagnostics like OCTs, visual fields, and cataracts).
-Software Proficiency: Hands-on experience with ophthalmic Electronic Health Records (EHR) and scheduling platforms (e.g., Modernizing Medicine/EMA, Compulink, Eyefinity, or similar) preferred.
-Leadership: Proven ability to manage a small team, delegate effectively, and resolve conflicts.
-Communication: Exceptional verbal and written skills, with an understanding of how to effectively communicate with patients and staff

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