Building the right team is often the difference between a thriving optometry practice and one that struggles. Your staff shapes every patient interaction, influences capture rates, and determines whether your clinical days run smoothly or chaotically. According to the Bureau of Labor Statistics, employment of optometry support roles is projected to grow 8% through 2034, making strategic hiring more critical than ever. This guide covers the essential roles, hiring approaches, and training strategies that set new optometry practices up for success.

For the complete picture on launching your practice, see our comprehensive guide on starting an optometric practice.

Essential Roles in an Optometry Practice

Before posting job listings, understand which positions you actually need and what each contributes to practice success.

Front Desk / Patient Coordinator

The front desk is your practice’s first impression. This role handles:

Hiring priority: High. Without effective front desk staff, everything else breaks down.

Key traits to hire for: Communication skills, organization, ability to multitask, patience, and comfort with technology.

Salary range: $32,000-$45,000 depending on experience and market. According to MGMA compensation data, front office salaries have seen significant increases due to talent shortages.

Optometric Technician / Pre-Testing Technician

Technicians handle the clinical workflow before patients see the doctor:

Hiring priority: High for practices with volume. Can be combined with other roles in smaller practices.

Key traits: Attention to detail, comfort with medical equipment, ability to put patients at ease.

Certification: Consider hiring COA (Certified Ophthalmic Assistant) or CPOT (Certified Paraoptometric Technician) candidates, or invest in certification for promising hires.

Salary range: $35,000-$50,000 depending on certification and experience.

Optician / Optical Staff

The optical team drives a significant portion of practice revenue. Understanding why capture rate matters helps you see how critical this role is:

Hiring priority: Critical if you plan to capture optical revenue. Many patients will take prescriptions elsewhere if your optical experience is poor.

Key traits: Sales ability combined with technical knowledge, fashion sense, patience for helping indecisive patients.

Certification: Licensed opticians required in some states. ABO certification valuable everywhere.

Salary range: $38,000-$55,000 for experienced opticians, often with commission structures. According to the Bureau of Labor Statistics, the median annual wage for opticians was $46,560 in May 2024.

Office Manager / Practice Administrator

As the practice grows, administrative oversight becomes essential:

Hiring priority: Can wait until you have 3-5 staff members. Before that, the owner typically handles these duties.

Key traits: Leadership ability, organizational skills, problem-solving, understanding of practice finances.

Salary range: $45,000-$65,000 depending on practice size and responsibility scope.

Billing Specialist

Insurance billing complexity often justifies dedicated staff:

Hiring priority: Medium. Many practices start with outsourced billing and bring it in-house as volume grows.

Key traits: Detail orientation, persistence, understanding of medical and vision insurance.

Salary range: $38,000-$50,000.

Staffing Models for New Practices

New practices rarely need full teams from day one. Consider these phased approaches.

Solo OD Launch (Minimal Staff)

Staff needed:

Total payroll: Approximately $70,000-$85,000 annually. Review your first-year financial planning to ensure adequate cash reserves.

Pros: Low overhead, manageable during ramp-up.

Cons: Limited capacity, staff burnout risk, coverage challenges.

Small Practice Model

Staff needed:

Total payroll: Approximately $140,000-$180,000 annually

Pros: Role clarity, better coverage, improved patient experience.

Cons: Higher fixed costs, need volume to sustain.

Growth-Ready Model

Staff needed:

Total payroll: Approximately $280,000-$350,000 annually

Pros: Scalable, reduced burnout, professional operations.

Cons: Requires substantial patient volume to sustain.

Hiring Strategies That Work

Finding good candidates in healthcare is challenging. These approaches improve your odds.

Write Job Descriptions That Attract

Generic job postings get generic applicants. Instead:

Bad: “Seeking optometry receptionist. Must have experience.”

Better: “Join a brand-new optometry practice as our founding front desk coordinator. You will shape the patient experience from day one. We are looking for someone who genuinely enjoys helping people, can juggle multiple tasks without losing their cool, and wants to grow with us. No optometry experience required, but healthcare background preferred. We will train you on the specifics.”

The better version sells the opportunity and filters for attitude.

Source Beyond Job Boards

Interview for Fit, Not Just Skills

Skills can be taught. Attitude and fit cannot. Structure interviews around:

Situational questions:

Culture questions:

Working interview: Have finalists spend 2-4 hours in the practice observing and doing light tasks. Watch how they interact with staff and patients.

Compensation Strategies

Competing on salary alone is difficult for new practices. Consider:

Training Programs That Reduce Turnover

According to MGMA research, 70% of medical practices report staff turnover in 2025, with front-office staff and medical assistants being the most frequently cited turnover hotspots. Turnover is expensive. Replacing a single staff member costs $3,000-$10,000 in recruiting, training, and lost productivity. Effective training programs reduce turnover while improving performance.

Structured Onboarding

The first 90 days determine long-term success. Create:

Week 1: Orientation

Weeks 2-4: Guided Practice

Weeks 5-12: Independent Performance

Role-Specific Training

Front Desk Training Focus:

Technician Training Focus:

Optical Training Focus:

Cross-Training Benefits

Train staff across roles where practical:

Cross-training provides coverage flexibility and helps staff appreciate colleagues’ challenges.

Continuing Education

Invest in ongoing learning:

Staff who feel their skills are growing are more likely to stay.

Managing Common Staffing Challenges

Coverage Gaps

Small practices struggle when someone calls in sick:

Solutions:

Burnout Prevention

Healthcare staffing burnout leads to turnover:

Watch for signs:

Prevention strategies:

Performance Issues

Address problems early:

  1. Document specific concerns
  2. Private conversation focused on behavior, not character
  3. Clear expectations and timeline
  4. Follow-up and support
  5. If no improvement, make changes before problems spread

One toxic staff member can drive good employees away. Act decisively.

Compensation and Benefits Planning

Typical Compensation Structures

Hourly vs. Salary:

Overtime considerations: Plan schedules to minimize overtime unless volume justifies it.

Benefits Options for Small Practices

Full benefits packages are expensive but important for retention:

Health insurance: Group plans are possible even for small practices. Health insurance brokers can help find options. Consider defined contribution approaches where you provide fixed amounts toward employee-chosen plans. Understanding your practice finances helps determine what benefits package you can sustain.

Retirement: Simple IRA or SEP-IRA plans are straightforward for small practices. Even small employer matches improve retention.

PTO: Two weeks is standard starting point. Consider combined PTO banks rather than separate sick/vacation.

Other benefits to consider:

Building Culture From Day One

Culture forms quickly. Be intentional:

Define values explicitly: What do you stand for? Write it down. Reference it in hiring, training, and feedback.

Model expectations: Staff watch what you do, not what you say. If you want punctuality, be punctual. If you want positive patient interactions, demonstrate them.

Celebrate wins: Acknowledge good work publicly. Small recognitions matter.

Address problems directly: Avoiding difficult conversations breeds resentment. Handle issues promptly and fairly.

Create team connection: Regular staff meetings, occasional social events, and shared goals build cohesion.

Key Takeaways

Next Steps

Staffing is one component of launching a successful practice. For guidance on equipment, compliance, marketing, and operations, review our comprehensive Starting an Optometric Practice 101 guide. You may also want to explore the complete guide to running a private optometric practice for operational best practices, and understand practice valuation factors as your team grows.

Last Updated: January 2026

Sources: BoomCloud Optometry Benchmarks, MGMA Workforce Survey

Need help managing patient calls while you focus on building your team? Schedule a consultation to learn how MyBCAT supports optometry practices with overflow call handling and after-hours coverage.