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Departmental Overview

The Herbert Wertheim School of Optometry and Vision Science mission is advancing optometric education, clinical practice, and vision research for the benefit of society. We strive for vision preeminence and leadership in optometric education, patient care, and vision science.

At Berkeley Optometry and Vision Science, as part of a world-renowned university that embraces excellence and access, we foster an environment of trust and mutual respect, free expression and inquiry, and personal resilience and achievement. We demonstrate sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.

The mission of the School is executed by approximately 20 ladder-rank faculty, 8 emeriti faculty, 133 full and part-time clinical faculty, 70 staff, 30 professional researchers, 20 graduate students, and 26 visiting faculty and postdoctoral research scholars. The staff includes professional, health care, technical, research, and clerical representation and provides support to a complex array of functions.

We educate an estimated 320 students annually. Our O.D. program is a 4-year program with clinical training provided at 2 campus clinics, 10 satellite clinics (community care), 7 VA clinics, and 24 external clinics across the country. Our one-year post-graduate residency programs provide advanced clinical education in specialty areas of optometry to 18 residents with placement on and off-campus and our Vision Science program consists of 40 Ph.D. students.

The Optometry Clinic provides comprehensive optical care services to the entire campus population and the general Bay Area community, with approximately 80,000 annual visits to Optometry Clinics at Minor Hall and the Tang Center. The Optometry Clinic is open 7 days per week and approximately 358 days per year.

Position Summary

Within the Herbert Wertheim School of Optometry and Vision Science, the Patient Services Assistant II serves as a key member of the front-line Patient Services team. As the face of the optometry clinic, this position acts as the first point of contact for all patients. The Patient Services Assistant II may be assigned to work at any of the school's on- and off-campus optometry clinics, including the Tang Clinic at University Health Services, Meredith Morgan University Eye Center, or the clinic at the Emeryville Satellite campus. Within the school's various clinic locations, the position may support any area of the clinic, including primary care, specialty clinics, and the eyewear center.

This position is typically stationed at a reception desk for patient check-in and check-out. Responsibilities include managing patient appointments, including scheduling and modifications; welcoming and directing patients to the appropriate clinic or waiting area; and providing general information. Additional duties involve processing patient-related documentation, performing data entry into electronic health systems, and assisting patients with contact lens and eyewear orders. The Patient Services Assistant II also verifies insurance coverage, secures authorizations for services, and collects and records patient payments.

Application Review Date

The First Review Date for this job is July 1, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

Patient Appointment Activities

• Triage patients to determine which clinic fits the patient care needs; request assistance from more experienced staff if in doubt.
• Manage and resolve patient concerns in a professional, timely, and empathetic manner, escalating to management when necessary.
• Schedule patient appointments on the electronic health records scheduling system according to patient, clinician or doctor request, following all correct procedures and entering all necessary information accurately.
• Obtain insurance eligibility and authorizations as needed and communicate lapses of coverage to patients at time of appointing.
• Escalate urgent calls appropriately based on content and priority.
• Regularly review provider schedules to ensure accuracy and availability.
• Identify and correct scheduling errors or overlaps proactively.
• Ensure blocked time, PTO, and clinic closures are accurately reflected in the schedule.
• Schedule patient follow-up visits as requested by provider(s).
• Communicate last-minute patient schedule changes to clinics, providers or other staff as indicated.
• Obtain and accurately enter patient insurance information as needed; following correct procedures for updating insurance records on computer databases and filing of authorizations or other paperwork to ensure correct processing of patient billing.
• Accurately update patient demographics in the computer database.
• Assigned to oversee and monitor work queues in the electronic health records (EHR) system to ensure timely and accurate processing.
• Courteously answer incoming phone lines and screen, route, take messages or respond as appropriate.
• Handle both patient-facing and interdepartmental calls.
• Answer patient questions, clarify appointment details, and provide general support.
• Place outgoing calls for appointment reminders, follow-ups, or requested callbacks.
• Maintain and monitor patient waitlists for sooner app