Executive Director of Office Operations

Overview

Executive Director of Office Operations Jobs in Raleigh, NC at See More Eye Care & Optilux Esthetics

Executive Director of Office OperationsBusiness Office Director / Chief of Office Operations — COOO See More Eye Care OD, PLLC & OptiLux Esthetics

Location: Raleigh/Garner, NC
Employment Type: Full-Time
Reports To: Owner / CEO / Chief Medical Officer
Compensation: Competitive salary based on experience, leadership ability, operational discipline, and performance outcomes

About See More Eye Care & OptiLux Esthetics

See More Eye Care OD, PLLC is a growing optometric medical practice committed to helping patients See More, Do More, Be More™. We provide high-quality eye care, medical optometry, contact lens services, retinal imaging, visual field testing, and patient-centered clinical education.

OptiLux Esthetics is our ocular and facial wellness division focused on advanced light-based treatments, dry eye-adjacent wellness services, and premium patient experience.

Together, our mission is to deliver exceptional care, disciplined operations, and a hospitality-level patient experience while building a scalable healthcare organization.

Position Overview

We are seeking a highly capable, organized, and mission-aligned Executive Director of Office Operations, also known internally as the Business Office Director or Chief of Office Operations — COOO.

This person will serve as the operational right hand to the Owner/CEO and will be responsible for the daily business execution of See More Eye Care and OptiLux Esthetics. The ideal candidate is not merely an “office manager.” This role requires executive-level ownership of people, process, patient experience, revenue cycle coordination, compliance support, scheduling discipline, vendor management, and operational performance.

The COOO will ensure that the practice runs with clarity, accountability, professionalism, and measurable results.

Core Responsibilities

1. Office Operations Leadership

• Oversee daily operations of See More Eye Care and OptiLux Esthetics.
• Ensure the office opens, runs, and closes according to established systems and standards.
• Maintain organized workflows for front desk, patient intake, check-out, pretesting, insurance verification, contact lens processes, medical visits, and esthetic services.
• Identify operational bottlenecks and implement practical solutions.
• Ensure all team members know their responsibilities, schedules, expectations, and priorities.
• Maintain a clean, professional, patient-ready environment.

2. Staff Management & Accountability

• Lead, supervise, and support front desk staff, technicians, patient coordinators, esthetics team members, and remote administrative team members.
• Monitor attendance, punctuality, productivity, conduct, and quality of work.
• Create and maintain daily task lists, role expectations, and accountability systems.
• Conduct staff check-ins and help enforce corrective action plans when needed.
• Coordinate hiring, onboarding, training, and performance documentation.
• Promote a culture of professionalism, initiative, urgency, and respect.
• Serve as the first line of operational leadership before issues escalate to the Owner/CEO.

3. Patient Experience

• Ensure every patient interaction reflects warmth, professionalism, competence, and efficiency.
• Monitor phone performance, missed calls, voicemail handling, call-backs, scheduling, confirmations, and patient communication.
• Ensure patients are greeted, checked in, educated, and checked out properly.
• Handle escalated patient concerns with maturity and service recovery skill.
• Improve patient flow and reduce preventable wait times.
• Help maintain consistent online reputation, reviews, and patient satisfaction.

4. Scheduling & Capacity Management

• Maintain provider schedules according to business priorities.
• Monitor appointment templates, blocked slots, cancellations, no-shows, and recall opportunities.
• Coordinate routine exams, medical visits, contact lens visits, follow-ups, and OptiLux appointments.
• Ensure the schedule supports revenue goals while preserving quality of care.
• Protect high-value appointment slots and prevent unauthorized schedule changes.
• Help develop weekly and monthly production targets.

5. Insurance, Billing & Revenue Cycle Coordination

• Support accurate insurance verification, eligibility checks, authorizations, and patient responsibility collection.
• Coordinate with billing, revenue cycle, and insurance team members.
• Monitor unpaid balances, claim issues, documentation gaps, and billing follow-up.
• Ensure staff collect co-pays, deductibles, contact lens fees, medical visit balances, and esthetic service payments appropriately.
• Track daily collections, outstanding balances, and operational revenue indicators.
• Help prevent avoidable billing errors through workflow discipline and documentation oversight.

6. Compliance & Documentation Support

• Support adherence to HIPAA, payer requirements, office policies, documentation standards, and internal SOPs.
• Ensure staff follow appropriate procedures for patient privacy, records handling, communications, and insurance processes.
• Maintain organized internal documentation, forms, checklists, staff records, training materials, and operational protocols.
• Assist with audit readiness, payer documentation requests, and corrective process implementation.
• Escalate compliance concerns promptly to the Owner/CEO.

7. OptiLux Esthetics Operational Oversight

• Help manage OptiLux scheduling, service flow, payment collection, patient communication, and follow-up.
• Coordinate with esthetics leadership and clinical staff to support premium patient experience.
• Track leads, consultations, conversions, packages, completed treatments, and patient retention.
• Ensure esthetic services are presented professionally and ethically.
• Help integrate OptiLux operations into the broader See More Eye Care business structure.

8. Systems, SOPs & Process Improvement

• Build, maintain, and enforce standard operating procedures.
• Ensure team members are trained on office systems, EMR workflows, phones, scheduling, insurance verification, patient communication, and payment processes.
• Create operational checklists for daily, weekly, and monthly execution.
• Identify recurring problems and convert them into improved systems.
• Help standardize workflows so the business is less dependent on memory, personality, or verbal instruction.

9. Vendor, Technology & Administrative Management

• Coordinate with vendors, software platforms, equipment representatives, supply companies, and service providers.
• Track office supplies, clinical supplies, technology needs, and equipment maintenance.
• Help manage Google Workspace, phones, scheduling platforms, communication tools, and operational software.
• Ensure administrative systems are organized, secure, and functional.
• Support implementation of new technologies and business tools.

10. Reporting & Executive Communication

• Provide regular updates to the Owner/CEO on operations, staffing, revenue cycle issues, patient experience, and urgent risks.
• Track key performance indicators, including:
• Daily collections
• Appointment volume
• No-shows and cancellations
• Missed calls
• Patient complaints
• Insurance verification completion
• Outstanding balances
• Staff attendance
• OptiLux leads and conversions
• Prepare concise weekly summaries of wins, problems, priorities, and recommended actions.
• Bring solutions, not just problems.

Ideal Candidate Profile

The ideal candidate is:

• Highly organized and operationally disciplined.
• Comfortable managing people directly and professionally.
• Calm under pressure.
• Excellent at follow-through.
• Strong with patient communication and conflict resolution.
• Capable of enforcing standards without creating unnecessary drama.
• Comfortable working in a healthcare environment.
• Able to think like an owner, not just an employee.
• Detail-oriented but not paralyzed by details.
• Loyal to the mission, the patients, the team, and the business.
• Strong enough to hold the line when expectations are not being met.

Required Qualifications

• Prior experience in medical office management, optometry, ophthalmology, dentistry, dermatology, med spa, healthcare administration, or comparable service-based operations.
• Strong leadership, communication, and organizational skills.
• Experience managing staff schedules, office workflows, patient communication, and administrative systems.
• Comfort with technology, EMRs, scheduling software, phone systems, spreadsheets, and digital communication tools.
• Ability to handle confidential patient and business information with discretion.
• Strong written and verbal communication skills.
• Ability to work full-time on-site, with flexibility based on business needs.

Preferred Qualifications

• Experience in optometry or ophthalmology.
• Experience with insurance verification, claims coordination, billing workflows, or revenue cycle management.
• Experience managing front desk, technicians, call center, or remote administrative staff.
• Experience in aesthetics, med spa, IPL, cosmetic services, or premium patient care.
• Familiarity with HIPAA and healthcare compliance expectations.
• Experience building SOPs, checklists, training systems, and accountability structures.
• Bilingual English/Spanish is strongly preferred.

Key Performance Expectations

Success in this role will be measured by:

• Smooth daily clinic operations.
• Improved staff accountability and execution.
• Reduced missed calls and communication gaps.
• Strong patient experience and fewer preventable complaints.
• Accurate scheduling and fewer unauthorized schedule disruptions.
• Better insurance verification and collection discipline.
• Improved documentation and compliance readiness.
• Increased operational consistency across See More Eye Care and OptiLux Esthetics.
• Clear communication with ownership.
• Ability to solve problems before they become crises.

Leadership Standard

This role requires discretion, maturity, and executive presence. The COOO must be able to balance empathy with accountability, speed with accuracy, and patient service with business discipline.

The right person will help transform the practice from a busy clinic into a scalable, professional, high-performing healthcare organization.

Work Environment

This is a fast-paced healthcare and patient service environment. The role involves direct interaction with patients, staff, vendors, insurance representatives, and leadership. The position requires strong emotional intelligence, strong organization, and the ability to manage multiple priorities throughout the day.

Why Join Us

This is an opportunity to join a growing healthcare organization at a pivotal stage. The Executive Director of Office Operations will have meaningful influence over the culture, systems, patient experience, and future growth of See More Eye Care and OptiLux Esthetics.

We are looking for someone who wants ownership, responsibility, and the opportunity to build something excellent.

How to Apply

Interested candidates should submit a resume and a brief statement explaining their leadership experience, healthcare or office operations background, and why they believe they would be the right operational leader for See More Eye Care and OptiLux Esthetics.

Pay: $40,000.00 – $65,000.00 per year

Benefits:

• 401(k)
• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Title: Executive Director of Office Operations

Company: See More Eye Care & Optilux Esthetics

Location: Raleigh, NC