Medical Office Coordinator/Ophthalmic Technician – Syracuse, NY
STATEMENT OF PURPOSE
Manage office operations at a growing vision rehabilitation health care clinic and serve. Provide administrative assistance and support to the rehabilitation department including department management. Provide excellent customer service to consumers, family members, other agency staff and the public.
GENERAL REQUIREMENTS
Requires a high level of professionalism, confidentiality, dependability, communication, teamwork, flexibility, and organizational skills.
KEY JOB ELEMENTS
Provide customer service support to the entire Rehabilitation Department.
Welcome visitors, notify necessary staff and direct visitors to the appropriate waiting area.
Serve as ophthalmic technician during exams.
Complete low vision pre-evaluations, pretesting, and ancillary testing on patients, including both the OPTOS and field machines. Print test results and ensure completeness of consumer chart.
Assist the low vision Optometrist.
Accept referrals for service and track timeliness of service delivery.
Send out exam appointment letters and make reminder calls and arrange CABVI transportation for patients as needed.
Schedule follow up appointments. Make outreach calls to previously served patients to ensure consistent care is provided.
Maintain current patient files, set up new patient charts, ensure referral documentation is received, complete intakes as needed and ensure insurance/program approval is received.
Process and facilitate requests for copies of medical records. Maintain the full rehabilitation record for all patients including other services such as OT, O&M and technology.
Purge records as needed. Ensure consistent file set up and completeness.
Ensure outstanding customer relations with affiliated agencies, MD’s, related agencies, community organizations, other CABVI departments and consumers
Maintain communication to secure additional documentation as needed.
Maintain a good understanding of insurance billing as it pertains to reimbursement of exams, lens, and other related equipment.
Coordinate and ensure the completion of written reports provided to referring doctors. Track referrals from Aurora as well as NYSCB and process billing once service is completed.
Meet with the doctor and complete a chart review, summarizing findings of both the pre-evaluation and any diagnostic testing
Maintain inventory of low vision and rehabilitation equipment using Macola, as well as conducting a physical inventory for business operations.
Instruct patients in the use of prescribed low vision devices including care of the device. Document instruction received. Collect equipment payments or ensure equipment program cost is documented and obtained.
Sanitize exams rooms following each exam.
Work closely with CABVI Optician to measure for and fit patients for eyeglasses. Work to ensure a quality selection of frames for all ages and sizes.
Partner with Outreach Coordinator in the preparation of and disbursement of materials, which promote agency services.
Daily, ensure physical attractiveness, organization and functional efficiency of all Syracuse building meeting spaces.
Work with CABVI Technology Specialist to assist with the sale of products offered in the Sight Shoppe.
Work with the department managers to facilitate change and new approaches to service delivery as necessary for continued department growth.
Adapt to change and completes other duties as assigned by supervisor.
Consistently achieves annual performance objectives.
COMMUNICATION SKILLS
Must have excellent listening skills and the ability to effectively respond to a variety of customer service demands. Must have ability to effectively communicate and obtain information from staff. Must have a positive attitude.
COMPUTER/TECHNICAL SKILLS
Must have ability to learn and effectively use low vision diagnostic equipment. Basic math skills.
Must be proficient with Microsoft Office Suite. Experience in inventory software a plus. Must be willing to learn new technology.
REASONING ABILITY
Must have ability to define problems, collect data, establish facts and draw valid conclusions. Must exercise good judgement and maintain the highest level of confidentiality. Must maintain a strict adherence to CABVI’s mission statement and core values.
PHYSICAL DEMANDS
Must have good manual dexterity, eye hand coordination, and precision to work with a variety of optical equipment. Frequently required to talk or hear. Frequently required to stand; walk; reach with hands and arms; stoop and kneel. Required to engage in physical rehabilitation activities. May require lifting up to 40 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the key job elements.
WORK ENVIRONMENT
Occasionally exposed to mechanical parts. Noise level is moderate.
EDUCATION and/or EXPERIENCE
High school diploma or equivalent required. Two years of ophthalmology or optometry experience required.