Office Manager - Eye Care Practice

Location:  Wellington, Florida

Compensation: DOE

Lead the Team. Optimize the Schedule. Improve the Patient Experience. Drive Practice Performance.

We are seeking an experienced, highly organized Office Manager to oversee the daily operations and performance of our busy eye care practice.

This is a hands-on leadership position for someone who understands that a successful medical practice requires more than keeping the front desk running. The Office Manager will be responsible for ensuring the schedule stays full, no-show and cancellation rates remain low, patients move efficiently through the office, staff members are productive, and the practice meets its revenue and patient-service goals.

The ideal candidate is comfortable managing both people and numbers. You'll monitor key practice metrics, identify problems before they affect performance, streamline office processes, coach staff, and work closely with providers and leadership to keep the practice running efficiently and profitably.

What You'll Be Responsible For:

Schedule Management & Patient Flow

A major responsibility of this position is maintaining a productive, well-managed provider schedule.

You will:

• Take ownership of the daily and future appointment schedules
• Keep provider schedules appropriately filled and productive
• Monitor open appointment slots and work with staff to fill cancellations
• Track and actively reduce no-show and cancellation rates
• Ensure patients receive appropriate appointment confirmations and reminders
• Develop processes for quickly filling last-minute openings
• Monitor scheduling patterns and identify opportunities to improve utilization
• Balance patient demand with provider availability
• Monitor patient wait times and office flow
• Identify scheduling bottlenecks and implement solutions
• Ensure appropriate staffing based on patient volume
• Help create a smooth patient experience from check-in through checkout

Revenue & Practice Performance

This manager will understand how daily office operations affect the financial performance of the practice.

Responsibilities include:

• Monitor daily, weekly, and monthly revenue
• Track revenue per patient
• Monitor provider schedule utilization and productivity
• Identify missed revenue opportunities
• Monitor appointment volume, cancellations, no-shows, and open schedule capacity
• Work with staff to improve patient retention and follow-up
• Help ensure patients are appropriately scheduled for recommended follow-up care
• Monitor outstanding operational issues that may delay billing or payment
• Review key performance indicators and communicate trends to practice leadership
• Develop and implement processes to improve efficiency, productivity, and revenue
• Help ensure the practice meets established operational and financial goals

Front Office & Daily Operations

You'll oversee the daily operation of the office and ensure established procedures are consistently followed.

Responsibilities include:

• Supervise front-desk and administrative operations
• Oversee patient check-in and checkout procedures
• Ensure patient demographic and insurance information is collected accurately
• Monitor telephone response and patient communication
• Oversee appointment scheduling and rescheduling
• Ensure patient messages are routed appropriately and promptly
• Maintain efficient office workflows
• Identify unnecessary or duplicated processes and streamline procedures
• Maintain organized patient-facing and administrative areas
• Help resolve operational problems throughout the day
• Coordinate with clinical staff to maintain efficient patient flow

Team Leadership & Accountability

The Office Manager is responsible for creating a professional, accountable, and patient-focused workplace.

You will:

• Supervise, coach, and support office staff
• Establish clear performance expectations
• Monitor employee productivity and attendance
• Conduct weekly staff meetings
• Provide ongoing coaching and feedback
• Assist with training and onboarding new employees
• Address performance and conduct concerns promptly
• Coordinate staff schedules and coverage
• Ensure appropriate coverage for vacations, absences, and high-volume periods
• Encourage teamwork between the front desk, optical, clinical staff, and providers
• Help create a culture of professionalism, accountability, and excellent patient service

Patient Experience

Every operational decision should ultimately contribute to an excellent patient experience.

You'll help ensure:

• Patients are greeted professionally and promptly
• Calls and messages are handled efficiently
• Wait times are monitored and addressed
• Patient concerns are resolved professionally
• Staff communicate clearly and respectfully
• Patients understand next steps before leaving the office
• Follow-up appointments are scheduled when appropriate
• The office maintains a welcoming and professional environment
• Patient complaints and service concerns are tracked for recurring issues

Administrative & Compliance Responsibilities

The Office Manager will also:

• Maintain accurate administrative records
• Monitor office supplies and inventory
• Coordinate with vendors when necessary
• Maintain confidentiality of patient and employee information
• Ensure staff follow HIPAA and established practice policies
• Help maintain OSHA and workplace-safety procedures
• Assist with implementation of new office policies and procedures
• Maintain organized documentation and reporting for leadership

What We're Looking For:

The ideal candidate will have:

• Previous medical, optometry, ophthalmology, dental, or healthcare office management experience
• Previous supervisory or team-leadership experience
• Strong understanding of medical-office scheduling and patient flow
• Experience managing a busy provider schedule
• Ability to understand and monitor revenue, revenue per patient, schedule utilization, no-show rates, and other practice KPIs
• Strong problem-solving and decision-making skills
• Excellent organizational and time-management abilities
• Strong communication and customer-service skills
• Ability to coach employees and hold team members accountable
• Comfortable working with practice-management and scheduling software
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail
• Professional, dependable, and proactive leadership style
• Experience in an optometry or ophthalmology practice is strongly preferred.

PTO & Paid Personal Time:

We believe employees need time away from work to recharge and take care of personal responsibilities.

• Vacation eligibility begins after 90 days, with vacation time increasing based on length of service:
• After 90 days: 2 vacation days
• After 1 year: 7 vacation days
• After 3 years: 12 vacation days
• After 5 years: 17 vacation days
•  3 personal days after 90 days and every anniversary

The Person Who Will Succeed Here:

We're looking for someone who walks into the office each morning already thinking:

• Is today's schedule full?
• Where are the openings?
• Are no-shows increasing?
• Are patients waiting too long?
• Are we hitting our revenue goals?
• What is our revenue per patient?
• Is the team properly staffed?
• Where is the workflow getting stuck?
• What can we do better today?

This position requires someone who doesn't simply identify problems—the right Office Manager takes ownership, creates a solution, implements it, and follows up to make sure it worked.

Ready to Lead a High-Performing Eye Care Practice?

If you're an experienced healthcare manager who can lead people, manage the schedule, improve patient flow, reduce no-shows, streamline operations, monitor financial performance, and create an outstanding patient experience, we'd like to hear from you.

Apply today to learn more about joining our eye care practice as Office Manager.

EEOC Statement:  We are proud to be an equal opportunity employer. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.