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Published: October 3, 2022

Optometry Office Manager

North York, Toronto, ON, Canada | Full Time

North Toronto Medical Optometry and Vision Care

Classification: Full-time, Non-exempt
Reports to: Owner
Date: 09/01/2022

JOB DESCRIPTION:

Department

Practice Management Team

Summary/Objective

The Practice Administrator is responsible for overseeing the successful management of the practice, and works closely with team leads and doctors. This position carries out responsibilities in the following functional areas: administration, recruitment, on-boarding, employee relations, training, compensation, financial management, vision plan /ohip management, performance management, policy implementation, employment law compliance, payroll. This role also requires active participation in day-to-day operations and patient care.


Essential Functions

  1. Plans, organizes and controls all activities of the running of the practice. Develops practice financial goals, objectives and systems; trains team how to track and measure statistical metrics; evaluates results of established goals and communicates to team on daily/weekly basis. Meets with doctor on a regular basis to update and plan for future projects and discuss personnel issues.
  2. Establishes new approaches, policies and procedures to effect continual improvements in efficiency of department and services performed.
  3. Processes required documents through payroll and insurance providers to ensure accurate record keeping and proper deductions; administers open enrollments. Performs annual re-evaluation of benefits and providers for cost-effectiveness and quality.
  4. Performs recruitment activities: places recruitment ads, interviews and evaluates candidates for open positions, checks references and orders criminal background checks. Maintains records related to same.
  5. Performs all on-boarding functions: IT set-up, building access, new hire forms processing, new hire reporting. Conducts new hire orientations to ensure employees gain an understanding of company and departmental expectations and policies. Provides instruction for EHR training.
  6. Develops training programs for all disciplines throughout the practice, Front desk, clinic, dry eye and specialty contact lens clinic, etc.
  7. Handles employee coaching and discipline, provides employee relations counseling, mediation and conflict resolution, and provides manager training.
  8. Schedules all staff hours and ensures payroll is within established budget. Tracks and posts all payroll hours and personal time and reports to accountant on timely basis.
  9. Writes and audits job descriptions. Oversees performance evaluation program. Analyzes employee compensation in comparison to job description, employee performance and industry standards.
  10. Develops, recommends, implements and enforces personnel policies and procedures. Prepares and maintains employee handbook. Establishes and maintains HR department records; ensures that record keeping is compliant with all provincial regulations. Seeks legal advice as necessary.
  11. Processes payroll. Compiles payroll data such as garnishments, personal time,, address changes, etc. Reviews time sheets for completeness and accuracy; corrects time clock records as required.
  12. Evaluates, credentials and manages training and accountability of all third-party insurances.
  13. Oversees accounts receivables ensuring that revenue is being collected in a timely manner.
  14. Maintains and/or oversees internal and external marketing
  15. Performs other incidental and related duties as required and assigned.

Performance Factors

  1. Attendance and Dependability: The employee can be depended upon to report to work at the scheduled time and is seldom absent from work. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.
  2. Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company.
  3. Relationships with Others: The employee works effectively and relates well with others Including superiors, colleagues, and individuals inside and outside the Company.
  4. Knowledge of what insurance plans the practice accepts: The employee is able to counsel patient on their benefits and answer questions about eligibility

Qualifications

  1. Bachelor's degree in business, human resources, or equivalent combination of education and experience preferred
  2. Minimum of three years' experience working in an optometry practice, with thorough understanding of all practice disciplines.
  3. Minimum of two years’ experience in office administration and customer service
  4. Minimum two years general accounting experience
  5. Must have computer skills and the ability to learn EMR system
  6. Must be proficient in MS Office
  7. Strong analytical and problem-solving skills
  8. Superior verbal/written skills and presentation skills
  9. Good punctuation, spelling, grammar and attention to detail a must
  10. Strong interpersonal skills essential
  11. Knowledge and understanding of insurance regulations, plan designs and third-party record keeping/administration required

This document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Supervisory Responsibility

This position has full supervisory responsibility over all team members other than the owner

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Additional Expectations

As with all employees, this role is to be a part of the team, which means there is a standing expectation of willingness to accept other duties as assigned to support the team and the overall growth and health of the practice.

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