Manager, Optical and Visual Imaging (47587)

Primary Objective

The Operations Manager, Optical and Visual Imaging manages optometric and visual imaging clinical operations, staffing, and equipment to ensure effective, efficient delivery of high-quality patient care and excellent patient experience. This role optimizes optical, contact lens and visual imaging-specific business processes and workflows to maximize service line growth.

Essential Functions

Supervision: 

• Lead ancillary optometric and visual imaging clinical operations to ensure effective, efficient delivery of high-quality patient care
• Supervise ancillary optometric clinical staff, including:  
  • Developing & disseminating schedules 
  • Managing time & attendance in the HRIS system, as well as analyzing reports to ensure adherence to company policies and staffing optimization 
  • Assisting with performance management, to include coaching and corrective action as needed 
  • Identifying individual growth and development opportunities to positively impact employee engagement, performance, and retention  
• Maintain patient and staff safety, including regular rounding to identify opportunities for enhancement of safety protocols and develop action plan to address same 
• Assist with managing ancillary schedules in the EHR system  
• Monitor applicable dashboards, reports, messages, & work queues in the EHR system to optimize clinic operations 
• Assist with managing ancillary optometric clinical and retail inventory, including:  
  • Decrementing and receiving the inventory using the approved Purchasing workflow/process as provided by the Purchasing Department 
  • Maintaining direct knowledge of the clinical supplies and medications in the corresponding location(s)  
  • Partnering with providers and staff for successful and timely ordering 
  • Establishing the workflow, training staff, and holding staff accountable to ensure timely supply submission and receipt Collaborating with the Purchasing Department to streamline ordering processes to include setting PAR levels, identifying where supplies are stored, and where and how they are delivered 
  • Stocking central supply and assigning the appropriate clinical staff to ensure rooms are appropriately stocked to the room specific PAR daily 
  • Working with providers and the Purchasing Department on special projects as identified by Senior Leadership (such as establishing standards for supply ordering by specialty) 
• Assist with ordering ancillary optometric clinical (medical & pharmacological) and retail supplies through the CEENTA delineated Purchasing System as defined by the Purchasing Department and ultimately the Finance Department   
• Assist with managing ancillary optometric and visual imaging equipment purchases, maintenance, and repairs in collaboration with CEENTA leaders and staff using defined workflows 
• Supervise students from technical and clinical education programs as applicable
• Develop and maintain vendor relationships and contracts
• Assist with daily clinic functions as needed  

Finance: 

• Support the Senior Sr. Director of Ancillary Services with meeting financial objectives as outlined by Executive Leadership; examples include: 
  • Reviewing monthly financial statements 
  • Establishing methods to meet or exceed budgeted visit volume, staff allocation, &/or revenue 
  • Managing the maximization of patient payment collection 
  • Upholding financial policies and procedures through staff accountability and patient education 
  • Facilitating the annual strategic budgetary process, forecasting need for capital equipment, staff, etc. 
  • Identifying innovative revenue-generating or cost-saving measures 

Patient Experience:  

• Maintain patient relations by rounding in patient care areas and promptly and appropriately responding to questions or concerns, escalating to the Sr. Director of Ancillary Services as needed 
• Document patient concerns into the electronic monitoring system 
• Promote technological offerings that enhance the patient experience, such as CEENTA’s patient portal and online scheduling  
• Collaborate with providers and staff to enhance the patient experience, including training and coaching on patient experience objectives 

Training & Communication: 

• Assist with the development, implementation, and maintenance of clinical competencies for all optometric and visual imaging clinical staff in collaboration with physicians and the Compliance Department
• Evaluate clinical competencies for all optometric and visual imaging clinical staff and realize development opportunities for cross training of team
• Assist with the development and implementation of clinical workflows that promote organizational standardization in collaboration with physicians and the Compliance Department
• Ensure all staff are trained and up to date on company Policies and Procedures 
• Maintain current knowledge of governmental quality and regulatory mandates and educate providers and staff on same  
• Ensure staff are compliant updating certifications & completing annual training required as applicable
• Train staff on new & existing workflows, including reinforcing EHR system procedures 
• Develop and implement operational onboarding & training plans for new employees in collaboration with the HR Department 
• Engage in regular communication with staff, including participation in one on ones and monthly staff meetings
•  Maintain provider relationships through open communication regarding clinic considerations and departmental updates  
• Assist with curriculum development and deliver instruction for students from technical and clinical education programs, including the Ophthalmic Apprenticeship Program
• Coordinate vendor trainings
• Assist with the coordination of laser maintenance and safety for the organization
• Ability to meet the physical and mental demands of the position
• The ability to work on-site
• Predictable, reliable, and prompt attendance

Education

High school diploma or equivalent required. Graduate of an accredited clinical or technical education program preferred.

Experience

One years’ supervisory experience in an Optical and Ophthalmology office setting required.  Three to five years’ applicable experience preferred.

Certificates, Licenses, Registrations

• Basic or Advanced American Board of Opticianry (ABO) Certification preferred. Basic or Advanced National Contact Lens Examiners (NCLE) Certification preferred.
• Current BLS certification from the American Heart Association or American Red Cross preferred.