Office Manager

PRISM Vision Group; Fairfax (VA); On-site; USD 55,000 - 115,000; Full time

Job summary

PRISM Vision Group Partner Practice in Fairfax, VA seeks an Office Manager to lead practice operations, staff coordination, and policy compliance. This full-time exempt role requires strong administrative and clinical operations knowledge, with responsibilities spanning financial oversight and patient services delivery.

Responsibilities include staffing, performance reviews, process improvements, and ensuring HIPAA/OSHA compliance while supporting a collaborative, quality-driven environment.

Qualifications

• Education: High School Graduate or GED.
• BA/BS degree preferred.
• 3+ years’ experience in a management role; healthcare office experience required.

Responsibilities

• Manages day to day practice operations; administers policies and procedures.
• Oversees office financials and budget efficiency; dispenses/reconciles petty cash.
• Oversees staff scheduling, time and attendance, vacations and sick leave.
• Interviews, hires and trains new employees as necessary.
• Ensures staff understand job requirements and facility safety.
• Conducts annual performance reviews and provides coaching.
• Facilitates regular staff meetings and process improvements.
• Maintains accurate patient accounts and demographics.
• Ensures compliance with HIPAA, OSHA and related regulations.
• Interacts with staff, physicians, patients and stakeholders.
• Keeps abreast of industry best practices and ongoing education.
• Performs other duties as assigned.

Skills

Communication skills

Organizational skills

Time management

Staff mentoring

Collaboration

Diversity & inclusion

Adaptability

Policy compliance

Education

High School diploma or GED

BA/BS degree preferred

Tools

MS Office

Job description

Overview

Position Title: Office ManagerEmployment Type: Full-Time, Exempt

Hours: 7:30am-5pm (Monday-Friday)Practice: Retina Group of Washington, PRISM Vision Group Partner PracticeLocation:Fairfax, Virginia

Travel: Required between offices dependent on office/location needsCompensation Range: $55,431.64 - $115,127.25/Annual (Dependent on Experience)

The Office Manager provides leadership and oversight for all office operations, including staff management, workflow coordination, and policy compliance. Utilizing a strong understanding of both clinical and administrative functions, this position ensures efficient business operations, enhances team performance, and supports the delivery of high-quality patient services.

Responsibilities

ROLE AND RESPONSIBILITIES

• Manages day to day practice operations; administers policies and procedures
• Oversees office financials and promotes the most efficient use of office resources/budget; dispenses/reconciles petty cash
• Oversees staff scheduling, time and attendance, including vacations, sick/personal time, etc.
• Regularly assesses staffing requirements; interviews, hires and trains new employees as necessary
• Ensures staff are familiar with job requirements, expectations, and safe and proper use of facilities and equipment
• Conducts annual employee performance reviews; provides ongoing coaching and mentorship
• Facilitates regular departmental and office staff meetings
• Promotes professionalism and superior customer service from all levels of staff; develops process improvements on a regular basis
• Manages accurate filing and organization of patient accounts/demographics
• Ensures compliance with federal/state/local regulations (HIPAA, OSHA, etc.)
• Regularly interfaces with staff, physicians, patients, and other stakeholders
• Keeps abreast of industry best practices and pursues continued education
• Performs other duties as assigned

Qualifications

POSITION QUALIFICATIONS

• Education: High School Graduate or General Education Degree (GED).
• BA/BS degree preferred
• Experience: 3+ years’ experience in a management role preferred; healthcare office experience required

KNOWLEDGE/SKILLS/ABILITIES

• Experience supporting compliance with organizational policies, procedures and systems
• Advanced knowledge of HIPAA guidelines, practices and procedures
• Knowledge of medical practices, terminology, and reimbursement policies
• Solid computer skills – MS applications required (Word, Excel, PowerPoint)
• Outstanding written and oral communication skills; ability to communicate clear expectations
• Superior organizational and time-management skills; ability to prioritize and delegate responsibilities
• Skill in evaluating the effectiveness of existing methods and procedures
• Skill in operating a variety of office equipment and computer programs
• Demonstrated ability to mentor and support the professional development of staff members
• Demonstrated commitment to fostering an environment of collaboration, inclusion and diversity
• Ability to thrive in a fast-paced, dynamic organization

WORK ENVIRONMENT

An office environment with a controlled atmosphere. Possible exposure to staff or patients with communicable diseases and blood borne pathogens.