Office Manager

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

Job summary

Outlook Eyecare in Princeton, NJ, part of Prism Vision Group, seeks an Office Manager to lead daily operations and policy compliance. The role oversees finances, scheduling, and staff development in a healthcare setting with HIPAA requirements.

Qualifications include GED and 3+ years in healthcare-office management; experience with MS Office, budgeting, and patient accounts is preferred. This exempt position emphasizes teamwork, accuracy, and service excellence.

Qualifications

• Education: GED; BA/BS degree preferred.
• 3+ years’ experience in a management role with healthcare office experience.

Responsibilities

• Manages day-to-day practice operations and administers policies.
• Oversees office financials, supplies, and petty cash reconciliation.
• Oversees staff scheduling, attendance, vacations, and time off.
• Interviews, hires and trains new employees as necessary.
• Ensures staff understand job requirements and safety.
• Conducts annual performance reviews and coaching.
• Facilitates regular departmental and staff meetings.
• Promotes professionalism and customer service; drives process improvements.
• Manages patient accounts/demographics filing and organization.
• Ensures HIPAA/OSHA and regulatory compliance.
• Interfaces with staff, physicians, patients and stakeholders.
• Keeps abreast of best practices and pursues education.
• Performs other duties as assigned.

Skills

HIPAA knowledge

Medical terminology

Reimbursement policies

Written and verbal communication

Organizational skills

Time management

Staff mentorship

Collaboration & inclusion

Fast-paced environment

Education

GED

BA/BS degree preferred

Tools

MS Office

Job description

Overview

This exempt role is located at Outlook Eyecare, Princeton, NJ location, which is part of Prism Vision Group.

Compensation Range: $55,431.64 - $115,127.25/Annual (Dependent on Experience)

The Office Manager is responsible for managing daily operations of the office, personnel management and ensuring policies and procedures are followed. The Office Manager leverages administrative and clinical knowledge to coordinate efficient operations management.

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 preferredExperience: 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