Hiring With Clarity: The Power Of Job Descriptions And Expectations In Optometry

Hiring a new team member is an exciting opportunity to grow your practice — but it’s also a moment that demands precision and planning. While most optometric professionals focus on crafting the perfect job ad and posting it across platforms, one critical piece is often overlooked: the formal job description.

The Power Of A Well-Written Job Description

Before scheduling your first interview, ensure you have an updated and accurate job description ready. More than just a checklist of tasks, a formal job description is a foundational document that sets the tone for accountability, performance and culture. Without it, you risk fostering a 'that’s not my job' mindset among staff, which can lead to confusion, inefficiency and frustration.

A well-defined role is crucial to effective hiring because it allows you to create precise, effective job advertisements. It also ensures clear understanding of responsibilities for both new hires and existing team members, thereby providing a solid foundation for evaluating performance and conducting reviews.

Best Practices For Writing Job Descriptions

To make your Job Descriptions truly effective, consider these tips:

• Use clear, concise language: Avoid jargon and vague terms. Be specific about duties and expectations.
• Include required skills and qualifications: This helps filter candidates and sets realistic expectations.
• Define reporting structure: Clarify who the role reports to and how it fits into the team.
• Highlight growth opportunities: Mention potential for advancement or skill development to attract motivated candidates.
• Keep it updated: Review and revise job descriptions annually or when roles evolve.

Setting And Communicating Expectations

Even with a solid Job Description, many practices miss a crucial follow-up: defining expectations tied to each responsibility.

Take this example:
     Role: Optician 
     Responsibility: File insurance claims for eyewear orders 
     Expectation: Claims must be filed within 1 business day of order completion

Clearly defining a timeline for performance measurement is crucial for effective evaluation. Without one, assessing progress and success becomes incredibly challenging, leading to ambiguity and a lack of accountability. When expectations regarding service levels and specific benchmarks are not explicitly communicated in writing, staff may interpret duties differently, leading to inconsistent service and missed benchmarks.

To effectively communicate expectations, tie them to measurable outcomes like timeframes, quality standards or volume metrics. Document these expectations in onboarding materials to reinforce them from day one. During performance check-ins, review these expectations as benchmarks for feedback and coaching. Be sure to encourage questions and clarification, creating a safe environment for staff to ask if they are unsure about expectations.

From Hiring To Onboarding: Building A Seamless Process

Once you’ve hired the right candidate and communicated their job description and expectations, the next step is onboarding. This phase should include:

• A detailed training plan tailored to the role
• A timeline for skill development and milestone check-ins
• Regular touch bases to reinforce expectations and provide feedback

To ensure effective onboarding, start with a welcome packet that includes the job description, expectations and practice policies. Assigning a mentor or training buddy can help new hires acclimate faster and build team cohesion. Utilize a checklist for onboarding tasks to track progress and ensure nothing is missed. Finally, schedule feedback sessions early and often, ideally within the first 30 days, rather than waiting for the annual review.

In our fast-paced world and with all the competing priorities that come with running your eye care practice, clarity isn’t just helpful — it’s essential. A formal job description paired with well-defined expectations helps your team stay aligned, accountable and confident in their roles — and that leads to better patient care, smoother operations and a stronger practice overall.

Whether you're hiring your first staff member or expanding a seasoned team, start with clarity to build a culture where everyone knows their role, their goals and how to succeed.

If you need help with business operations, including defining roles for your optometry practice, PECAA’s Business Operations Advisor, Kathy Long, is here to help. As a PECAA Max member, you can receive expert advice from PECAA’s Business Advisors at no additional cost! Contact us to learn how PECAA can help your practice thrive.