STATEMENT OF PURPOSE: The purpose of the Eyecare Center Associate is to perform patient testing and training procedures under the direct supervision of an attending optometrist, perform dispensing of prescribed low vision devices, glasses and some other devices independently, and to assist with the day to day operations of the low vision rehabilitation service, overseeing inventory and supplies within the clinic.
RESPONSIBILITY FOR THE WORK OF OTHERS: This position holds no direct supervisory responsibility.
TRAVEL REQUIRED: This job will primarily be performed in a clinical setting in Glenview, Illinois. Occasionally services may be required at satellite clinics or other locations outside The Chicago Lighthouse.
SPECIFIC ACTIVITIES INCLUDE, BUT ARE NOT LIMITED TO:
- Select ophthalmic frames for patients, take measurements needed to fabricate spectacles, and fill out ophthalmic laboratory order forms when requested by attending optometric staff;
- Maintain exam rooms including cleaning exam rooms daily, disinfecting equipment daily, checking supply of pharmaceutical agents and stocking exam rooms daily, cleaning and organizing trial lenses monthly, checking soap dispensers, paper towels holders, facial tissue and lens cleaning tissue daily and filling as needed;
- Maintain inventory of ophthalmic frames, contact lens solutions and other low devices;
- Maintain excellent business relationships with patients, providers, referral sources, vendors, funders, outside organizations, and others;
- Supervise the safety, security, cleanliness and maintenance of clinic environment; ensures patient care rooms are adequately maintained and supplied with soap, paper towels, eye drops and other necessary items;
- Supervises Orders, expedites and manages purchasing and delivery of low vision devices, glasses, and contact lenses for dispensing to patients (including satellite and loaner programs); generally orders devices for private patients within two business days of exam and orders devices for Greets patients, provides assistance as needed, and delivers efficient, high-quality customer relations at all times;
- Maintains excellent business relationships with patients, providers, referral sources, vendors, funders, outside organizations, and others;
- Answers incoming phone calls and patient inquiries, monitors department voice mail, distributes messages to appropriate individuals, and returns all phone calls by the end of the business day they are received;
- Receives patient referrals by mail, phone, and fax. Contacts referral sources to obtain additional information as needed. Review referrals and coordinates with call center to schedule appointments within two business days of receipt of referral;
- Directs call center procedures in answering incoming calls and inquiries from patients regarding exams and/or assistive devices within the same day that they are received;
- Organizes and maintains prospective patient paperwork, referral letters, information sheets, and vouchers for appropriate action; secures paperwork in patient files as transactions are completed;
- Collects demographic and insurance information, accurately enters into patient’s medical record & computer file, and makes photocopies of current insurance or Medicare card, and places it in photocopies in patient file prior to patient visit;
- Obtains reports from patient’s eye care providers and/or other appropriate sources and places them in patient file prior to patient’s visit;
- Collects payments for deductibles, co-payments and non-covered services, such as refraction fees, at point of service and turns over these payments to Accounting Department on the same day they are received;
- Reviews patient insurance information to provide Accounting department with all necessary billing information to ensure prompt and accurate billing, and collaborates with Accounting staff to resolve discrepancies in a timely manner;
- Manages medical records independently and by supervision of volunteers who receive and place reports from patients’ eye care providers and/or other appropriate sources and other documentation in patient charts prior to first visit, as well as for follow-up appointments;
- Monitors patient medical records and/or computer files to ensure that complete personal and billing information is correctly entered by clinic staff;
- Maintains patient medical records correspondence, including copying, mailing and filing doctor’s reports, updating the Children’s Development Center eye report list and organizing the file room;
- Responds to requests for medical information from outside sources in a timely manner, abiding all HIPAA requirements;
- Oversees the flow of patient charts, including retrieving files from Central File area, maintaining them in an organized manner while in the clinic, and filing them in the Central File room in as timely a manner as possible;
- Ensures timely long and short-term follow up on patients concerning overall quality of service (total quality management) or need for additional exams and/or adaptive training is conducted;
- Oversees payment collections for services and materials from patients, including credit card payments, and turns over these payments to accounting department the same day they are received;
- Enters correct billing information in patient files and system before examination by providers; provides patient billing information to the accounting department on a daily basis to ensure timely billing;
- Collaborates with designated accounting staff in a coordinated effort to submit and resolve billing issues as quickly as possible;
- Assists with tracking patient orders and devices, coordinating scheduling of dispensing appointments.
- Performs data entry procedures to register new patients, update current patients, files and consolidate database;
- Distributes and mails information on services, eye conditions, and other information of interest to patients and referral sources; sets up and maintains information and brochure area; maintains adequate supply of neatly printed clinic forms;
- Perform patient testing procedures under the direct supervision of an optometrist including, but not limited to, the following:
- Goldmann and Humphrey visual field testing.
- Manual and automated lensometry.
- Manual and automated keratometry.
- Other testing procedures deemed appropriate by attending optometric staff.
- Dispense prescribed low vision devices and provide patient training in the use of these devices when requested by attending optometric staff;
- Provide training in insertion and removal of contact lenses and care of contact lenses when requested by attending optometric staff;
- Manages inventory of clinic equipment and supplies;
- Work with Director Clinical Services in maintaining price lists for low vision devices, spectacle lenses, ophthalmic frames, contact lenses, and other materials;
- Assist with answering department telephone calls and schedule patient appointments and answer patient inquiries regarding their ordered materials daily;
- Provide backup support to retail store customers when store staff are not available, which includes:
- Ensuring products sold are properly explained, watches and clocks are set as a normal procedure, and that return policies are explained;
- Performs Open/Close on POS System including all daily reporting;
- Answers customers’ questions and makes proper referrals when necessary;
- Accepts payments from store customers;
- Assists in determining needed inventory;
- Able to react to change productively and to handle other tasks as assigned;
- Able to perform administrative functions and routine clerical duties as assigned;
- Perform other duties as assigned by supervisor.
- Must have an Associates Degree and/or two years experience as an Optician, Ophthalmic/Optometric Technician or Paraoptometric required, certification preferred;
- Extensive experience in optometric/ophthalmologic clinic with roles of sales, reception, optical management and technician assistance workup;
- Excellent organizing skills to maintain a clean, orderly, appropriately stocked environment for patient care;
- Proficiency in Microsoft Excel and Word to maintain department price lists and other documents;
- Excellent telephone and interpersonal skills and proficiency in clinic scheduling software;
- Excellent interpersonal skills and ability to work with people;
- Attention to detail;
- Ability to organize;
- Commitment to our mission of providing opportunities for people who are blind, visually impaired, multi-disabled and veterans is essential;
The Chicago Lighthouse for People Who Are Blind or Visually Impaired is an Equal Opportunity Employer in full compliance with local, state, and federal Civil Rights & Affirmative Action laws.
The Chicago Lighthouse maintains a strong policy of accommodation and a consistent practice of employing qualified individuals with disabilities.