Front Office Coordinator- Part Time

Position Overview

Position Type: Part Time

Responsible for providing primary administrative support at the Pacific Eye Clinic.

• Responsible for the administration of the reception area emphasizing a high degree of customer courtesy which includes answering telephones; scheduling, general reception and appointment confirmations; verifying and confirming medical and vision coverage eligibility with patients or guardians; verifying and confirming patient demographics and contact information; posting charges and payments; triaging patient problems and concerns; preparing and scanning patient charts; scanning referrals and scheduling patients accordingly;
  
  account balancing; keeping clinic office neat and organized, and assistance to all visitors with dignity and respect.
• Responsible for the front‑desk bank till, posting of charges, payments, standard courtesies and social service adjustments. Applies third party billing expertise to properly determine coverage, claims submission branch, and effectively communicates financial obligations to patients. Works to maintain the accounts receivable balance at an acceptable level.
• Maintains patient database including demographic information, recording of appointments, reschedules, cancellation and no‑shows, posting of charges, payments, and adjustments, and aging of receivables in a timely manner.
• Works cooperatively with the Clinic Director, Office Manager, opticians, course instructors, service chiefs, and attending doctors on duty to coordinate balanced educational experiences for interns and provide quality optimal care for patients. Contributes to a supportive and respectful team‑based environment. Performs all duties in a manner that contributes to the overall professional appearance and atmosphere of the clinic and adheres to the University Code of Conduct.
• Responsible for coordinating the process of obtaining referrals and prior authorizations from insurance companies. Works with the insurance company and assists the patient in the proper referral guidelines.
• Relays office needs to appropriate staff in charge of ordering supplies, in a timely manner.

• Assistant with contact lens duties as needed. Duties to include ordering, verification of orders received, notification of orders received, and scheduling of patients with the appropriate intern or resident. Maintains current working knowledge of all contact lenses, including lenses in stock and products available. Maintains patient charts by properly recording all orders, receipts, etc. Keeps track of invoices and submits them to the designated Office Manager.
• Maintains adequate office supply inventory of forms, office equipment, and general and medical supplies that are necessary to the operation of the clinic, ensuring that the equipment and supplies are available for immediate use.
• Assists with common office procedures, including, but not limited to: processing daily mail, billing, bank deposits, and reconciling lab statements.
• Maintains ophthalmic supplies in the exam rooms and supply cabinets. Reports equipment or facility issue to the appropriate source.
• Willingly performs other position‑related or implied tasks and continuously explores ways to increase revenues, improve operations, enhance customer service, and promote Pacific University’s College of Optometry Clinical Program.
• Performs other related duties as assigned.

Performs duties independently with minimal supervision, operating from specific and definite directions and instructions, but noting that work is checked or verified on a regular basis. Decisions are made within general University policy constraints but occasionally require independent decision making. Errors could affect the smooth and efficient operation of the office and the safety of patient care. Adherence of policy and compliance requirements are critical.

Job has no supervisory responsibility.

• High school diploma or equivalent.
• Previous experience working in a healthcare facility with an emphasis in medical insurance…