OPTOMETRIC ASSISTANT

Job Locations US-AK-Craig
Job ID
2020-4435
Category
OPTOMETRY
Type
Regular Full-Time/80hrs (1.0 FTE)

About Us:

 

SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement.

 

Working at SEARHC is more than a job, it’s a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health, dental, and vision benefits, life insurance and long and short-term disability, and more.

 

Job Overview:

This is a career ladder position with three levels designed to provide progressively more technical and independent work experiences.  Promotion between job levels is based on performance, skill acquisition, required certifications, and the demonstrated ability to successfully handle duties requiring progressively more responsibility. 

 

The Optometric Assistant I position provides administrative assistance for the Eye Clinic and requires skills as a dispensing optician and paraoptometric technician.  Services are provided to infants, children, adolescents, adults and geriatric patients.  Essential job responsibilities include the ability to multitask, assist patients, schedule appointments, address phone calls, maintain and organize patient records, be comfortable working with numbers, accurately conduct and record financial transactions, order from and maintain vendor relationships, assist with patient frame selection and ordering, assist with patient care and demonstrate excellent customer service skills in support of the SEARHC Eye Clinics. 

 

This position is essential in maintaining efficient eye clinic operations by supporting both the providers and the optical dispensary.  Optometric Assistants must demonstrate good judgment, be self starting and able to work closely with fellow staff.  Customer service, attention to detail, accuracy and precise measuring skills are integral traits for this position.

 

The Optometric Assistant position is expected to provide excellent eye care services and exceptional customer service so the eye clinic is the provider of choice for our patients.  The position must abide by hospital and clinic policies and procedures.  This position requires extensive knowledge of ophthalmic terminology and judgment based on experience in a medical or ophthalmic clinic.  Employees are required to participate in on-line or self training modules to learn and maintain Optometric Assistant skills.  The Optometric Assistant must be able to multitask and prioritize duties to keep the eye clinic flow moving well, since at times multiple patients will require assistance.  This position requires attention to detail in order to accurately collect patient data, process eyewear orders, and maintain records, files and logs.  The Optometric Assistant is required to work with both patients and staff of different backgrounds and educational levels and must be able to communicate clearly and accurately document in a timely manner. 

Responsibilities:

  • Receiving and directing incoming calls on a multiple line telephone system, provide assistance and/or information to callers as indicated or directed, receives patients/clients to clinic, direct to other staff as appropriate. Schedules routine patient appointments, routes same day appointment needs and walk-in needs to appropriate staff. Determine if a patient should speak to the provider if appointment seems urgent. Check in patients for appointments in both RPMS/EHR and billing. Verifies patient demographics and insurance as directed.  Directs patients to alternate resources such as Medicaid, Denali Kid Care, HRSA, Healing Hand, and the VA.  Document no-shows and determine follow-up.  Schedule all consults received.  Assist with patient recall appointments.  Call to remind patients of appointments.
  • Obtaining/filing medical records, initiate necessary encounter forms for patient visits, including EHR check-in, file reports/correspondence/forms in patient records and/or transmit documents for EHR scanning. Maintains medical record system and distributes medical records according to guidelines established by SEARHC.  Complete necessary VA paperwork for eyewear authorization. Releases patient eyeglass or contact lens prescriptions only. Forwards requests for Medical Records to the appropriate ROI staff.  Reviews chart/EHR documentation for completeness of eyewear orders, recalls, and pharmacy orders. Secures the office, cabinets and patient records as directed.
  • Verifies eyewear eligibility coverage, assists patients in selecting eyewear that is appropriate for their prescription and facial features. Advise customers on fashion features such as color, style, shape and special coatings. Understand frame anatomy, and be able to clearly explain to patients the lens types and options.  Take all measurements to complete an order accurately, including accurate pricing. Verify eyeglass prescriptions using a lensometer.  Maintain accurate records of all patient orders.  Be familiar with basic contact lens types and parameters for order placement and verification (ex. Brands, parts to a contact lens Rx).  Ensure that no order is placed without prepayment.
  • Including word processing, filing, mailing of orders, and housekeeping as required, including cleaning the frame displays and frames. Maintain inventory and office supplies.  Submit and track maintenance and IT requests.  Collects patient payments and then processes, records and files as directed providing the patient with a complete and accurate receipt.  Enter charges for eyeglasses, contact lenses, and optical supplies into applicable programs (including OfficeMate, Retail LockBox and office spreadsheets) to track payments and inventory.  Process and file all invoices as directed.  Sends/receives communications (fax transmissions and or emails) as necessary or requested.  Attend and participate in staff meetings as needed. 
  • Assist the Optometrist in the management of eye patients. Understand basic clinical principles and procedures, learn eye terminology, anatomy and common eye disorders.  Performs basic exam components including color and stereo vision testing, pupillary distance measurements, autorefraction/autokeratometry, visual field testing and lensometry.    
  • Track and assist referred and recalled eye clinic patients. Complete and transmit referral, travel and housing paperwork to appropriate referral care coordinator or to appropriate office if referred outside the SEARHC system.  Promote the SEARHC Seven Standards of Excellence.  Assist everyone in a friendly and cooperative manner using proper telephone and/or email etiquette.  Perform duties in a responsible, respectful and caring manner to promote effective staff relationships.  Work with fellow staff to ensure efficient patient flow.
  • Adjust all glasses dispensed so patient leaves with comfortable well fit frame, replace nosepads, replace screws, adjust temples over ears and adjust nosepads to fit. Assist with warranty replacement orders and advise patients of warranty limitations.  Ensure repairs are done to minimize any potential damage to patients frame or lenses. 
  • Accompany the optometrist on village field trips to provide technical and administrative support. Organize equipment, charts, paperwork and eyewear for travel to remote clinic locations.
  • Other duties as assigned.

Qualifications:

Education/Experience

  • High School Diploma or equivalent.
  • Two years of office experience (medical office experience preferred) or two years post-secondary education.
  • Cashier experience preferred.
  • Experience with billing and/or accounting preferred.
  • At least 1 year of experience working with computers (preferred).

License/Certification

  • Current BLS – must be obtained within 3 months of hire and biannually thereafter.

Knowledge, Skills & Abilities:

Knowledge:

  • Knowledge and ability to learn and perform basic eye care testing procedures.
  • Knowledge and ability to learn and perform optical dispensing.
  • Knowledge and experience in general office functions and office equipment.
  • Knowledge and experience using computers and multiple computer applications.
  • Knowledge of billing and/or accounting preferred.

Skills:

  • Monetary transaction skills – able to complete financial transactions accurately.
  • Visual and manual skills to manipulate small hand tools and instruments.
  • Learning skills – on the job training is provided, self-study learning is required.

Abilities:

  • Ability to prioritize work; multi-task in a fast paced office setting with many interruptions.
  • Ability to work independently.
  • Ability to work accurately with numbers.
  • Ability to communicate clearly and concisely both orally and in writing and follow verbal and written instructions.
  • Ability to troubleshoot, problem solve, adapt to and accommodate change.
  • Ability to type 45 words per minute.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed