Office Manager

US Oncology Inc.; Ridgewood (NJ); On-site; USD 55,000 - 115,000; Full time

Job summary

NJRetina, part of Prism Vision Group, seeks an Office Manager at its Ridgewood, NJ location to oversee daily operations, staffing, and financial controls. This exempt role requires strong healthcare office experience and a commitment to HIPAA compliance.

The Office Manager will supervise scheduling, training, and performance reviews, while coordinating patient accounts and office resources to ensure efficient, high-quality patient care.

Qualifications

• Education: GED or higher; a BA/BS is preferred.
• Healthcare office experience is required or strongly preferred.
• Solid understanding of HIPAA guidelines and office policies.

Responsibilities

• Manages day-to-day practice operations and enforces policies.
• Oversees office financials and budget; handles petty cash reconciliation.
• Schedules staff and manages attendance and time off.
• Interviews, hires, and trains new employees as needed.
• Ensures staff follow safety and facility use guidelines.
• Conducts annual performance reviews and provides coaching.
• Facilitates staff meetings and drives process improvements.
• Maintains patient accounts/demographics filing and organization.
• Ensures compliance with HIPAA/OSHA and other regulations.
• Interacts with staff, physicians, patients, and stakeholders.

Skills

MS Word

MS Excel

MS PowerPoint

Communication skills

Time management

Mentoring staff

Education

GED or High School Diploma

BA/BS degree preferred

Tools

MS Office Suite

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 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.