Full Time 40 hours Grade 009 Ophthalmology Schedule 8 AM-4:30 PM Responsibilities Position Summary: Acts as lead and single point of contact for a clinical section of Well Eye Care for addressing and following through on all patient care related activities; oversees assigned clinical faculty schedules. Position requires an individual that is capable of managing day-to-day activities of assigned section and making independent decisions in regards to overall clinical management of assigned service. Expected to be able to cross-cover other non-assigned services. Oversees & provides training to Administrative Sec position. Responsibilities: Service Management Responsibilities: Plans, directs, and coordinates daily retail WEC operations within the Medical Center or satellite branch of the Flaum Eye Institute.Assesses, identifies, and implements sales strategies and process improvements to meet retail sales and customer service goals. Manages WEC patient access, including monitoring optometric schedules daily; authorizes staff to over book appointments as necessary to meet urgent requests. The position communicates WEC scheduling adjustments needed among assigned faculty, technicians, administrative secretaries, call center representatives, and front desk staff. Acts as liaison to ACD and OAS staff for no show appointments or cancellations; Follows up with patients as needed; develops procedures to ensure timely follow up and maximum utilization of clinical work units Responsible for training new personnel and updates/trains current personnel on WEC procedures. May train other staff. Documents and communicates changes to appropriate teams. Backs â“up insurance pre-authorizations as needed and contacts patient prior to appointment if any problems arise. Reviews charts for clinical faculty review for prescription medication refill requests. Acts as liaison for clinical service coordinators to address scheduling and care needs for shared/multi-clinician patients (example: arranging that appointments are scheduled on the same day, no overlapping of testing, test results are provided to all providers within the practice). Medical Contact Lens Responsibilities: Orders all contact lenses by accurately specifying lens parameters; verifies lens specifications on delivery prior to patient notification; maintains database of lenses ordered and received. Maintains inventory levels by auditing and ordering trial lenses and supplies. Reconciles invoices with statements while monitoring credits and exchanges. Notifies patients following receipt of ordered lenses; follows the recall policy and procedure for unclaimed lenses. Schedules patients for contact lens appointments. Maintains knowledge of current technological developments in contact lenses and patient needs. Ensures all contact lens charges are collected or submitted to billing department, and reconciled at the end of the business day. Administrative Support Responsibilities: Monitor physician credentialing status and documentation. Coordination of ODâ™s electronic schedules for meetings, travel, and offsite clinical visits. Coordinates monthly clinical service team meetings by establishing meeting times, prepares agendas, takes notes during meetings, and provides appropriate follow-up on action items. Sort and distribute incoming mail items as well as gather outgoing correspondence. Order office supplies and business cards for WEC and College Town. Manages payments and travel and conference reimbursement process for WEC Optometrists; independently follows through with payee contacts as needed to ensure communication is clear when payments lag due to Accounts Payable timelines and processes. Create and Manage the College Town work schedule of the ODâ™s. Qualifications: Associateâ™s degree in Medical, Secretarial or related field and a minimum of three years of relevant experience required; or an equivalent combination of education and experience. Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred. Demonstrated customer relations skills. Preferred Qualifications: Ability to work independently with limited direction. Proficient in Microsoft Applications (Word, Excel, Power Point). Proficient in Flowcast and E-record. Must have excellent verbal and written communication skills. Bachelorâ™s is preferred in Health Care Administration or related field, COA Certified, or 2 year degree with previous work experience. Ophthalmology/retail optical shop background a plus.
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