Office Manager

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

Job summary

PRISM Vision Group at Ridgewood, NJ (NJRetina) seeks an Office Manager to drive daily office operations and ensure policy compliance in a fast-paced healthcare setting.

Exempt, full-time role requiring 3+ years of management experience, HIPAA knowledge, and strong MS Office skills; responsibilities include staffing, finances, patient accounts, training, and process improvements to deliver outstanding service.

Qualifications

• Experience in healthcare office management is required.
• 3+ years in a management role preferred.
• Strong HIPAA knowledge and compliance.
• Proficient with MS Office (Word, Excel, PowerPoint).
• Excellent written and verbal communication.
• Ability to mentor staff and manage time effectively.

Responsibilities

• Oversee day-to-day practice operations and enforce policies.
• Manage office finances and budget, handle petty cash.
• Schedule staff, track attendance and vacations.
• Hire, train and onboard new employees.
• Ensure staff understand duties and safety.
• Conduct annual performance reviews and coach staff.
• Lead department and office meetings.
• Improve processes and enhance customer service.
• Maintain patient accounts and demographics filing.
• Ensure HIPAA/OSHA compliance.
• Coordinate with physicians, staff and patients.
• Pursue ongoing professional development.

Skills

Healthcare office management

Communication skills

Organizational skills

MS Office

HIPAA knowledge

Staff mentoring

Education

High school diploma / GED

BA/BS degree preferred

Tools

MS Office (Word, Excel, PowerPoint)

Job description

This exempt role is located at NJRetina, Ridgewood, NJ office, 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.

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.

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 proceduresSkill 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.