POSITION TITLE: Optometry Office Coordinator

CLASSIFICATION: Non-Exempt

DEPARTMENT: Tribal Health

SUPERVISOR: Optometry Director or Designee

GRADE: NE9 $17.84 ($37,107.30) – 26.76 ($55,660.80)

Position Summary:

The Optometry Office Coordinator will be the front-line staff member for patients making contact with the department and be responsible for implementing the Optical Dispensary, under the direction of the Lead Optometry Office Coordinator. They maintain excellent customer service in an organized, efficient, and professional manner. The Optometry Office Coordinator must maintain confidentiality of all privileged information.

Essential Duties & Responsibilities:

• Works in clinic schedule with other clinical staff; maintains excellent rapport with other clinical staff and participates in clinical staff communication and training efforts.
• Performs opening and closing procedures for the department.
• Keeps waiting and reception area clean and welcoming to patients; disinfects chairs in the waiting area according to current Clinic protocols.
• Answers the telephone and assists patients courteously and professionally.
• Fields triage calls for new and existing patients and can accurately identify when to transfer a call to the Optometry Technician II or Optometrist for further triage.
• Assists in coordinating care with outside specialty providers, including but not limited to scheduling post-operative appointments.
• Completes and oversees appointment scheduling with respect to patient needs and makes the most of doctor’s time, including filling cancellations and open timeslots.
• Receives and prepares clinic patients for examination, including checking in the patient for their appointment, reviewing and updating insurance and demographic information in the Practice Management software, identifies necessary annual forms or other registration/eligibility paperwork that is consistent with broader Clinic policies and procedures.
• Verifies a patient’s medical and vision insurance eligibility and benefits.
• Accepts co-pays, deductibles, visits, and outstanding statement balances.
• Coordinates inter-department communications utilizing postage machine, fax machine, scanning, and email.
• Independently provides direct patient care services related to patient education, selection, ordering, verification, troubleshooting, and repair of ophthalmic lenses and eyewear.
• Review Optometrist’s prescriptions and orders based on medical charts.
• Performs measurements using standard automated optical equipment necessary to ensure cosmetically and optically optimum spectacle performance; informs patients of the different eyeglass lens options that are available and makes recommendations to patients based on their individual needs; teaches patients how to use and adapt to various prescriptions.
• Prepares glasses and contact lens orders for patients in Optical Management software and submits orders promptly to the lab.
• Ensures correct pricing and realistic delivery time quotes to patients.
• Checks in completed eyeglass or contact lens orders in Optical Management and notifies patients promptly.
• Dispenses completed eyeglass and contact lens orders to patients and adjusts eyeglasses for comfortable fit and proper alignment of optical centers and segment heights for optimal visual performance.
• Works with patients to solve customer service concerns.
• Cleans display eyewear using standard sterilization equipment after every patient contact and maintains an organized and tidy optical dispensary.
• Stays abreast of new optical technologies and lens enhancements and can apply them to patient’s lifestyle or medical needs.
• Performs all other duties as assigned or required.

Minimum Qualifications:

• High School Diploma or GED, and 1 year experience in a clinical office setting, with preference given to Optometry experience.
• Certification from American Optometric Association (AOA) or American Board of Opticianry (ABO) is a plus.
• Must have and maintain current Basic Life Support (BLS) certification or ability to obtain within 30 days of hire.

Knowledge, Abilities, Skills, and Certifications:

• Knowledge of the functions and structure of the Washoe Tribe.
• Knowledge of principles, practices, and techniques within the optometric field.
• Knowledge of optics.
• Knowledge of basic medical terminology, especially as it relates to ocular and visual disorders.
• Knowledge of HIPAA, and ability to maintain patient privacy and confidentiality.
• Ability to become proficient in electronic medical records and practice management systems.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to represent the organization professionally, building respect and confidence.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Microsoft 365 (Teams, Excel, Word, etc.).
• Skill with Electronic Medical or Health Record software systems (Epic, NextGen, etc.) and patient charting.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to walk; occasionally is required to operate a motor vehicle; stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level.

The Washoe Tribe of Nevada & California requires a background check of each new hire for employment purposes. Therefore, all conditionally offered positions will be subject to the following:

• Negative alcohol and drug screen
• Meet requirements of Public Law 101-630
• Obtain or possess a valid driver’s license for either the State of Nevada or California within 30 days
• Must be insurable under the Washoe Tribe’s driving policy
• Preference will be given to qualified Native Americans.

Minimum Qualifications:

• High School Diploma or GED, and 1 year experience in a clinical office setting, with preference given to Optometry experience.
• Certification from American Optometric Association (AOA) or American Board of Opticianry (ABO) is a plus.
• Must have and maintain current Basic Life Support (BLS) certification or ability to obtain within 30 days of hire.