Optical Shop Manager

The Manager of the Optical Department reports to the Director of Ambulatory Operations and is responsible for the day-to-day operation of the Optical Department.  This includes but is not limited to, planning and directing all technical aspects of the department’s operations as well as the scheduling of all personnel (including him or herself) for routine duties. The Manager is required to prepare and adhere to an annual budget. The Manager of the Optical Department is responsible for the proper dispensing and fitting of eyeglasses for customers of the Optical Shoppe.  This position is responsible for the proper gathering of the information necessary to properly account for all business conducted by the Optical Department.  This information is to be stored in a manner approved by Management.  The Optician is responsible for adhering to the standards and ethical practices of the American Board of Opticianry in all aspects of the operations of the Optical Department while providing quality patient care for age-specific groups as indicated: pediatric (4mos - 12yrs), adolescent (13yrs to 18yrs), adult (19yrs to 64yrs), and geriatric (65yrs and above).

Primary Responsibilities

• Ensures that the Optical Department facilities are adequately designed to achieve the required degree of eye appeal for individuals in the immediate environment (i.e., patients, visitors, etc.); proposes design changes as needed.
• Effectively organizes the Optical Department operating systems, including reception, registration, indexing, and filing; maintains a well-integrated system.
• Provides information and advice to medical and other appropriate hospital personnel regarding Optical Department procedures and processes; promotes the effective integration and utilization of Optical services through the maintenance of positive interdepartmental working relationships.
• Ensures that work areas are organized and secure to minimize problems with theft, work delays, and communication, and are correctly lighted to facilitate accuracy and precision; recommends corrective changes as appropriate.
• Ensures that all equipment is maintained in a safe and productive operating condition and arranges repairs or replacements as needed. Ensures that staff members promptly call for and document maintenance and repair of defective equipment and facilities as required.
• Implements and monitors a system for assuring the Optical ordering and dispensing or procedure(s) are followed correctly by each optician; ensures compliance and recommends corrective actions as required.
• Ensures that the Optical Department complies with all hospital, local, state, and federal OSHA safety regulations. 
• Effectively participates in the review and assessment of the revenue generation to ensure its continued compliance with reimbursement requirements and the maintenance of a competitive fee structure; prepares and analyzes reports reflecting utilization of services and revenue information; initiates appropriate responsive reactions as required. 
• Establishes and monitors a system which effectively controls registration and billing data in an efficient manner so that revenue is not lost for both the Optical Department and the Hospital. 
• Demonstrates good leadership by consulting regularly with Administration, Physicians and other ambulatory staff in order to keep them informed of the activities, needs and administrative problems of the department.
• Continually remains aware of relevant technological developments in the field of Opticianry that will accelerate the attainment of the Optical departmental service goals and the institution’s patient care goals and objectives. 
• Effectively assumes responsibility for proper reporting on special projects, such as, performance improvement items, monthly revenue and expense totals, assessing equipment utilization, and other projects as assigned.
• Willingly accepts responsibility for special projects as assigned by Administration. 
• Assists patients in shopping for frames, selecting best lenses based off individual prescriptions, dispenses eyeglasses to patients. Renders services to patients who have eyeglasses with broken frames. Verifies eyeglasses returned from the laboratory as needed.
• Maintains inventory of frames and parts for repairs. Establishes relationships with vendors in order to meet regularly to select inventory based on each location’s demographics. Ensures inventory reconciliations are completed at each location quarterly.
• Recommends alternative or additional revenue sources for Optical Department.
• Ensures that cash and charges are balanced at end of each day and production report is completed. Assembles daily deposits.
• Supervises all Optical Department staff.
• Manages Accounts Receivable balances to maximize reimbursement and A/R Days. Requests credits be applied to invoices.
• Reviews and approves invoices for payment. 
• Organizes and supervises sales events.
• Reviews eyewear and contact lens orders weekly and ensures corrections are made as needed.
• Correct any Optician payment errors sent from the Finance Department.
• Ensures every Optician and location is equipped with any necessary optical or office supplies.
• Ensures all patient emails and WellApp messages are addressed.
• Review refund requests for patient orders to approve or deny.
• Review quarterly reports for eyewear orders, contact lens orders, payment corrections, returns, inventory adjustments, and others as requested or as necessary to monitor optician productivity and business growth.

Qualifications

• Certification by the American Board of Opticianry, preferred.
• Minimum two years as a manager or lead person in an Optical Dispensing environment desirable.
• Prefer a minimum of two years' experience in dispensing eyeglasses.