Practice Manager

Description:

SUMMARY:
A Practice Manager is responsible for the daily operations of a medical office or clinic, including oversight of optical services, opticians, clinical teams, and front office functions. Duties include managing staff, handling patient interactions, supporting onboarding and training efforts, and ensuring compliance with regulatory requirements. A Practice Manager must demonstrate excellent customer service, strong leadership, organizational skills, and financial acumen. They work collaboratively with physicians, optometrists, and opticians to support high-quality patient care and operational success.Ensures satisfaction among Acuity physicians, optometrists, and optical teams; addresses and resolves concerns promptly. The Practice Manager is also accountable for the performance and customer service delivery of the optical department, including product offerings and inventory management.Develops team through effective leadership, coaching, and mentoring. Manages staff scheduling to ensure adequate coverage across clinical, front office, and optical departments. Responsible for maintaining appropriate clinical and optical inventory, ensuring fiscal responsibility and alignment with company guidelines. Champions company Core Values, initiatives, and a culture of patient-centered care at their location(s).

ESSENTIAL FUNCTIONS:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily with or without accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Manages and oversees patient census and clinic flow for assigned office, including optometry schedules and optical department performance.
• Monitors and adjusts clinic and optical operations to ensure optimal staffing, performance, and customer experience.
• Oversees optical services, including managing opticians, frame inventory, lens ordering processes, product pricing, and vendor relationships.
• Prepares and controls the clinic and optical budgets aiming for efficiency and cost-effectiveness.
• Utilizes resources to manage KPIs across medical and optical departments; fosters a goal-oriented and results-driven environment.
• Implements and maintains budgetary and resource allocation plans, including optical supplies and inventory.
• Partners with the Regional Director, doctors (MDs/ODs), and staff to create an accountable environment where patient care—including vision and eyewear needs—comes first.
• Manages administrative and operational processes for both medical and optical departments; organizes schedules and assignments to meet office demands.
• Participates in HR functions including recruiting and onboarding of opticians and other staff, performance reviews, and timekeeping.
• Coaches, develops, and mentors staff, including opticians, to enhance team performance and engagement.
• Leads daily huddles and monthly staff meetings to align team on goals and updates across departments.
• Supports front office and back office duties, as well as optical functions, to ensure smooth clinic operations as needed.
• Conducts compliance audits across the office, including optical inventory control and patient interaction standards.
• Ensures strict adherence to state and federal regulations (e.g., OSHA, HIPAA, ADA) across all operational areas including optical services.
• Collaborates with the optical team to ensure exceptional customer service, visual product delivery, and satisfaction.
• Monitors patient feedback and escalates concerns related to any department—medical or optical—appropriately.
• Maintains a professional appearance and demeanor in accordance with Company policies.
• Maintains ongoing communication with the Regional Director regarding progress, issues, and milestones.
• Performs other duties or ad hoc reporting as assigned by management.

Requirements:

QUALIFICATION GUIDELINES:

REQUIRED:Bachelor’s degree in healthcare management, business, or a related field; minimum 3–5 years of relevant management experience; or an equivalent combination of education and experience. Understanding of retail or medical office operations and team leadership.DESIRABLE:Experience in ophthalmology or optometry office management, including optical services. Familiarity with practice management systems and EHR software. Experience supervising opticians or managing retail eyewear sales is a plus.

CERTIFICATES/LICENSES/REGISTRATIONS:

• Valid Driver’s License

KNOWLEDGE/SKILLS/ABILITIES/TALENTS:

• Knowledge of front office, back office, and optical/retail workflows.
• Strong leadership and coaching abilities across multidisciplinary teams (including opticians).
• Customer service focus across medical and optical settings.
• Inventory and supply management, especially optical frame/lens stock.
• Ability to interpret performance metrics, budgets, and KPIs across service lines.
• Effective communicator, motivator, and problem solver.
• Strong understanding of clinic and retail optical operations.
• Ability to prioritize in a fast-paced, evolving healthcare environment.
• Proficient with practice management systems, optical ordering platforms, and Microsoft Office.
• Comfortable holding team accountable to service standards and productivity goals.

WORK ENVIRONMENT:

• Primarily an office environment with exposure to clinical and optical workspaces.
• Moderate noise level with occasional interactions with upset patients or vendors.
• Regular movement including sitting, walking, reaching, and lifting items under 20 lbs.
• Occasional bending or kneeling.
• Frequent computer work requiring fine motor skills and visual attention.

DISCLAIMER:

The responsibilities and tasks outlined in this document reflect core job functions but are not exhaustive. Management may modify or assign duties as needed to support evolving business needs and to accommodate employees with disabilities.The Practice Manager must not interfere with the clinician-patient relationship or perform clinical duties reserved for licensed providers under applicable law.