Back Office Administrator

Job Title: Back Office Administrator Date: May 6, 2024

Reports To: Owner/Doctor Supervises: N/A

Status/FSLA: Full-time/Non Exempt

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Purpose/Job Summary: This is a highly customer service-oriented position comprised of helping to coordinate the daily administration and flow of the office, phones, doctors, staff, and patients. This role is the main staff member to take incoming telephone calls and wows patients with excellent, courteous and professional phone etiquette.

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Benefits:

• Competitive wage matrix commensurate with experience
• Health Insurance
• 401k
• Uniform allowance
• Free annual eye exam
• Free contact lenses or complete set of glasses, plus employee discount
• Paid day off for your birthday!
• Paid time off & holiday leave
• Opportunities for professional development and continuing education

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Essential Duties and Responsibilities:

• Answer and triage large volumes of inbound and outbound phone calls in a timely manner, answering questions and resolving concerns as needed, using communication scripts when handling different topics.
• Provide assistance to patients and others contacting the clinic by telephone, providing either direct assistance or taking messages and directing calls to the appropriate staff member, team, or doctor.
• Schedule and confirm patient diagnostic appointments, procedures, or optometric consultations for 3 doctors, completing initial registration information of new patients.
• Monitor email, Weave messaging system, and automated messaging system to communicate with patients.
• Navigate Electronic Health Records, researching and obtaining information and updating changes of patients’ information and documenting phone conversations where appropriate.
• Maintain medical records, technical library, or correspondence files.
• Interview patients to complete documents, case histories, or forms, such as intake or insurance forms.
• Educate and advise customers regarding products, including contacts lenses and frames.
• Coordinate patient referrals, communicating with referring offices for scheduling and incoming/outgoing medical records.
• Operate office equipment, such as voice mail messaging systems, multi-line phones, printers, scanners, fax machines, and use word processing, spreadsheet, or other software applications to prepare reports, invoices, letters, case histories, or medical records.

Secondary Responsibilities:

• Greet visitors, check patients in and out, and fill in at the front desk as needed.
• Help with covering lunch schedules for the front desk
• Perform other duties as assigned.

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Knowledge, Skills and Abilities:

• Analytical - Intermediate level.
• Computer/Technical – Basic to Intermediate level.
• Office/Administrative Support – Basic to Intermediate Level.
• Equipment – Basic to Intermediate Level.
• Professional / Inter-Personal Communications, verbal and written: Intermediate Level. Providing information effectively as appropriate for the needs of the audience including patients, co-workers, vendors and/or community members by telephone, in written form, or in person.

• Ability to shift back and forth between two or more activities or sources of information.

• Ability to assess different people and situations and respond accordingly.
• Ability to facilitate efficient patient and schedule flow.

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Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, certification, licensing experience, knowledge, skill and/or ability required. A combination or accumulation of applicable work-related experience and/or education may be recognized as sufficiently meeting the pre-requisites outlined below.

Required Credentials:

• High school diploma or GED or a combination of education and experience may substitute.
• Preferred: Associate’s degree in a related field.

Required Experience:

• Experience in an Optometric office is preferred, but not required.

Physical Requirements:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is indoors in an office environment with moderate noise.
• Requires high attention to detail and deadlines on a continuous basis.
• Intermittent physical effort involving lifting of 20 pounds or less is required.
• A typical workday involves frequent sitting, talking and hearing, approximately 70% of the time, along with frequent use of a keyboard and reaching with hands and arms. Approximately 30% or less of the time is spent standing and walking.
• Normal vision abilities required, including close vision and ability to adjust focus.

20|Twenty Eyecare is an Equal Opportunity Employer. 20|Twenty Eyecare does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

If you misrepresent your experience or education, or provide false or fraudulent information in or with your application, it may be grounds for not hiring you or for firing you after you begin work. Making false or fraudulent statements also may be punishable by fine or imprisonment.

Applicants are required to furnish proof of identity and legal work authorization prior to hire.

The Company may ask your references questions about your educational background, work experience, achievements, wage history, performance, attendance, and reason for separation from former employment. You will be asked to expressly authorize your references to answer such questions.

Location: Bozeman, MT

Department: Back Office

Employment Type: Full-Time

Minimum Experience: Mid-level

Compensation: $18.00-$22.00/hour