Optometry Site Coordinator

JOB SUMMARY:

Performs daily functions related to providing care to patients of the community; actively and consistently contributes to department operations and communication; behaves in a manner consistent with the mission of OCHC and performs other duties as requested.

EDUCATION

• High School diploma or equivalent required

• Clerical experience preferred

EXPERIENCE:

• Optometry or Medical experience preferred

JOB RESPONSIBILITIES:

Clinic Operation Duties

• Handles telephone routing to appropriate person, including answering inquiries relating to services, simple insurance inquiries, open tasks that can be answered, closing tasks when finished, and screen emergencies per OCHC protocol.
• Answers telephone promptly and courteously.
• Schedules appointments per appropriate guidelines set forth by Provider/Clinic Manager and requests medical records when needed.
• Dismisses the patient and makes arrangements for return appointments and assists them with any questions or problems they have prior to leaving the clinic.
• Verifies insurance(s), creates estimates, and requests payment of deductibles, co-insurances, and non-participating third payor at time of service for current visit.
• Posts payments with correct amount, correct insurance, and in the correct account.
• Assures that all necessary forms are current in-patient registration (Consent, HIPAA, Portal, Household Income, Sliding Fee) and scans all documents into EMR.
• Responsible for updating patient photo, patient demographics, and insurance, as well as getting copy of insurance cards for EMR and updating care team.
• Daily: balances cash received to cash drawer, checks for reoccurring payment, fills out closing drawer form properly, and closes cash drawer with minimal mistakes.
• Accurately creates override for optical insurances.
• Attends to patients on schedule in a timely fashion.
• Enters tasks correctly, checks to make sure there is only one task open for that patient, getting all relevant information, and routes to correct staff member.
• Participates in QI activities as needed. Including promoting Patient Portal and assisting with Patient Summaries.
• In downtime, makes new patient packets, makes copies of any forms needed, completes all tasks directed to front office, and enters portal denials or duties assigned.
• When opening and/or closing office, ensures all steps per protocol are completed.
• Asks for patient signatures and proof of ID when picking up samples, prescription, or any kind of records/reports.
• Be willing to educate patients on proper eye care and use of eyewear.
• Assist with frame selection and provide guidance on lens options.
• Assist with contact lens fittings and adjustments.
• Manage inventory of optical supplies and assist with ordering as needed.

Site Coordinator Duties

• Updates/changes provider scheduling templates in Expanse.
• Responsible for clinic staffing needs and ability to cover additional front desk shifts when necessary.
• Attends off-site and on-site meetings as required.
• Communicates efficiently with Clinic Manager, relaying any concerns or problems reported by patients or staff, as well as issues in the clinic with staff, equipment, call-ins, etc.
• Ensures great leadership and that OCHC policies and protocols are being followed.
• Oversees the day-to-day responsibilities of the clinic.
• Supports Manager by implementing and encouraging changes or issues that need to be resolved with staff.
• Performs other duties as assigned.

Billing Responsibilities

• Works with Coder to ensure the correct insurance is on the account.
• Enters claims in portals timely, when applicable.
• Works claim denials in a timely manner.
• Works claim rejections in clearinghouse in a timely manner.
• Reviews, does follow-up, and refiles claims as needed.
• Works/maintains communications with clinic front desks/CHW on patient accounts.
• Maintains communications with team members and supervisor regarding problem areas in billing procedures or issues with certain payers.