Join Our Team as an Office Manager at Knight Vision Northwest!

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The Office Manager is responsible for overseeing the day-to-day operations of Knight Vision Northwest’s administrative and billing functions. This role supports the business owner by managing administrative operations, streamlining processes, managing all billing duties, and fostering a positive and supportive environment for staff and patients.

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Supervisory Responsibilities:

● Manage any administrative staff including hiring, training, scheduling, and

performance evaluations.

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Duties/Responsibilities:

● Oversee daily clinic operations, including patient scheduling, workflow

coordination, and resource allocation.

● Assist the doctor/owner with business-related tasks, such as strategic planning, execution of company goals, vendor negotiations, and operational decision-making.

● Ensure the clinic is adequately staffed, equipped, and maintained for optimal performance and employee efficiency.

● Train new employees in clinic operations and procedures (Optician,

Administrative Assistant, Optometric Technician, Fill-in Doctors)

● Handle inventory management, ordering medical and office supplies as needed.

● Implement and monitor company policies and procedures to improve efficiency, patient satisfaction, and a positive employee experience.

● Maintain awareness of all services offered and support efforts to recruit and strengthen referral partnerships including fostering lasting relationships with other health care practices in the area.

● Manage, process, and maintain prior authorization requests.

● Maintain accurate accounts receivable schedules with Knight Vision Northwest vendors.

● Describe advanced procedures to patients (Dyslexia Testing, Advanced Dry Eye, Scleral Contact lens).

● Manage all employee files, employee scheduling and time off, and lead new employee onboarding.

● Coordinate safety protocols and emergency preparedness plans for the clinic.

● Coordinate and attend meetings with marketing, HR, and bookkeeping.

● Collect and process incoming and outgoing mail.

● Audit reimbursement rates and maintain up-to-date fee schedules for all applicable CPT codes.

● Track and analyze expenditures and income at the clinic level to assess ROI and profitability (e.g., income per dollar spent).

● Ensure compliance with all federal, state, and local healthcare regulations, including HIPAA, OSHA, and licensing requirements.

● Maintain patient confidentiality.

● Other duties as assigned.

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Required Skills/Abilities:

● Advanced skills in data analysis, reporting, and performance tracking.

● Strong financial analysis skills, including budgeting, cost analysis, ROI calculations, and interpreting financial trends.

● Ability to translate financial insights into operational improvements and strategic recommendations.

● Experience with clinic-level performance metrics, reimbursement analysis, and payor contract evaluations.

● Ability to multi-task and adhere to deadlines.

● Strong technology skills and understanding of computer programs.

● Excellent leadership and interpersonal skills to manage a diverse team.

● Good organization and planning skills.

● High attention to detail.

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Education and Experience:

● Associates degree plus six years of relevant work experience.

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Physical Requirements:

● Prolonged periods sitting at a desk and working on a computer.

● Must be able to lift up to 25 pounds at times.

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Schedule:

Flexible schedule, hours per week to range from 15-25 hours depending on workload. Our ideal candidate is able to work during normal business hours. Schedule may increase as the clinic continues to grow.