Assistant Manager – Optometry Practice

Located in Philadelphia, PA

Salary: $27-30/hr

Salary Range: Approximately $55,000–$65,000 annually (commensurate with experience)
Employment Type: Full-Time
Reports To: Practice Leadership

Position Summary

The Assistant Manager supports the daily operations of a patient-focused healthcare practice by overseeing patient flow, staff coordination, administrative functions, and customer service excellence. This role helps ensure efficient operations, a positive patient experience, and a collaborative team environment.

This position is ideal for a detail-oriented, service-driven professional with strong organizational skills and experience in healthcare, retail healthcare, or medical office operations.

Key Responsibilities

Patient Experience & Front Office Operations

• Oversee daily patient flow to ensure efficient scheduling and service delivery
• Resolve escalated patient concerns with professionalism and empathy
• Monitor appointment schedules, wait times, and provider productivity
• Ensure accurate patient registration, insurance verification, and documentation
• Maintain a clean, welcoming reception and patient environment

Staff Coordination & Leadership

• Provide daily direction to front desk and support staff
• Assist with onboarding, training, and cross-training team members
• Support performance feedback and coaching initiatives
• Help manage staff schedules, time-off requests, and shift coverage
• Foster a positive and collaborative workplace culture

Administrative & Operational Support

• Assist with daily cash reconciliation, deposits, and payment accuracy
• Monitor inventory levels and coordinate vendor orders as needed
• Maintain compliance with HIPAA, OSHA, and company policies
• Support insurance billing follow-up, claim corrections, and authorizations
• Prepare basic operational reports related to patient volume, scheduling, and revenue metrics

Operational Support

• Assist with workflow management during peak periods
• Ensure treatment and service areas are stocked and operationally ready
• Coordinate equipment maintenance and vendor service requests
• Support inventory tracking and supply management

Customer Service & Revenue Support

• Promote products and services offered by the practice
• Ensure displays and patient-facing areas are organized and professional
• Support team initiatives related to service and sales goals
• Educate patients on available programs, promotions, and benefits

Qualifications

Required

• High school diploma or equivalent
• 2–4 years of experience in healthcare, medical office administration, or customer-facing operations
• Strong communication and customer service skills
• Experience working with EHR or practice management systems
• Ability to multitask in a fast-paced environment

Preferred

• Supervisory or team lead experience
• Experience with insurance verification and healthcare billing
• Retail, healthcare, or service-industry leadership experience
• Bilingual English/Spanish

Core Competencies

• Leadership & Team Support
• Operational Efficiency
• Patient-Centered Service
• Problem-Solving
• Attention to Detail
• Adaptability

Physical Requirements

• Ability to stand for extended periods
• Occasional lifting of up to 20 lbs.
• Frequent movement throughout the office or practice environment

Success Indicators (First 6–12 Months)

• Improved patient flow and reduced wait times
• Strong staff engagement and reduced scheduling conflicts
• Accurate daily financial reconciliation
• Positive patient feedback
• Effective inventory and vendor management
• Consistent operational efficiency and service quality

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