Position Overview
We are a well established ophthalmology practice 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 preferred (not mandated).
- Billing Knowledge: Understanding of medical billing, ICD-10 coding, and CPT codes specific to eye care preferred.
- Software Proficiency: Hands-on experience with ophthalmic Electronic Health Records (EHR) and scheduling platforms (e.g., Compulink, Modernizing Medicine/EMA, 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
Benefits
- Competitive salary commensurate with experience starting at $75,000 up to $95,000
- Health insurance.
- Paid Time Off (PTO) and paid holidays
- Pension plan
Pay: $36.00 - $45.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
