Diabetes Care Services Assistant

Summary

The Diabetes Care Services Assistant supports the Diabetes Care Services team by providing both administrative and clinical support to improve access to diabetes-related services and enhance patient outcomes. This role is primarily responsible for performing diabetic retinal screenings using a handheld retinal imaging device in Parkview Physician Group (PPG) primary care offices throughout Allen County and surrounding communities. In addition, the Diabetes Care Services Assistant assists with patient care coordination, scheduling, documentation, department operations, and other clinical and clerical responsibilities that support Diabetes Care Services.

Working under the direction of Diabetes Care Services leadership, this position partners with patients, providers, and interdisciplinary teams to deliver high-quality, compassionate, and efficient care while maintaining patient confidentiality and supporting quality initiatives.

Education

• High school diploma or GED required.
• Associate's or Bachelor's degree preferred.

Licensure/Certification

• Current CPR certification required.
• CNA or CMA certification preferred.
• Must obtain and maintain department-required certifications, including diabetic retinal screening operator certification.

Experience

• One year of experience in a healthcare, patient care, clinic, or medical office setting preferred.
• One year of clerical experience preferred, including scheduling, registration, medical billing, or other healthcare office functions.
• Strong customer service and patient experience skills preferred.

Other Qualifications

• Valid driver's license, proof of insurance, and the ability to travel routinely between Parkview Physician Group offices throughout Allen County and surrounding communities.
• Proficient computer skills with experience using electronic medical records (Epic preferred) and other healthcare technology.
• Ability to work independently while managing a mobile schedule across multiple practice locations.
• Strong communication, organization, critical thinking, and multitasking skills.
• Ability to adapt to changing priorities and maintain professionalism in a variety of clinical settings.
• Ability to lift and transport equipment and supplies up to 25 pounds.

Key Responsibilities

Retinal Screening Services

• Travel to assigned Parkview primary care offices throughout Allen County and surrounding communities based on a scheduled rotation.
• Perform diabetic retinal screenings using a handheld retinal imaging device according to established clinical and operational protocols.
• Obtain clear, high-quality retinal images suitable for interpretation by a qualified eye care provider or designated reviewing entity.
• Verify patient identity and eligibility for screening prior to image capture.
• Provide brief, patient-friendly education regarding the purpose and importance of annual diabetic retinal screening.
• Recognize when images are not adequate and repeat imaging or follow escalation processes as appropriate.

Documentation and Workflow

• Accurately document screening completion, image status, and required information in Epic and/or the designated retinal screening platform.
• Ensure images are uploaded or transmitted timely according to established workflow requirements.
• Monitor screening queues, referral lists, and follow-up needs to support completion of annual retinal exam quality metrics.
• Communicate screening results workflow status, unreadable images, or follow-up needs to the appropriate team members.
• Maintain patient confidentiality and comply with HIPAA, Parkview policies, and all privacy and security requirements.

Practice and Team Collaboration

• Collaborate with PPG providers, office managers, nursing staff, medical assistants, and Diabetes Care Services team members to coordinate screening days.
• Support patient outreach efforts to identify and schedule eligible patients who are due or overdue for diabetic retinal screening.
• Serve as a professional representative of Diabetes Care Services while working in multiple primary care locations.
• Assist practices with understanding the retinal screening workflow and how to route questions or concerns.

Equipment Management

• Safely transport, set up, clean, and secure the handheld retinal imaging device and related supplies.
• Perform routine equipment checks and basic troubleshooting to maintain readiness for scheduled screening days.
• Track supplies, report equipment concerns promptly, and coordinate support or repairs as needed.

Required Qualifications

• High school diploma or equivalent required; associate degree or clinical training preferred.
• Experience working in a healthcare, clinic, patient care, or medical office setting.
• Valid driver's license, proof of insurance, and ability to travel routinely between Parkview primary care offices.
• Comfort using computers, electronic health records, and technology-based clinical platforms.
• Ability to work independently, manage a mobile schedule, and maintain timely communication with multiple practice sites.

Knowledge, Skills, and Abilities

• Patient-centered communication: Creates a welcoming experience and explains the screening process in clear, simple language.
• Attention to detail: Ensures correct patient identification, accurate documentation, and image quality.
• Technology proficiency: Learns and operates handheld retinal imaging equipment, Epic workflows, and related software.
• Independence and reliability: Manages travel, daily schedules, equipment readiness, and follow-through across multiple locations.
• Collaboration: Works effectively with providers, office staff, Diabetes Care Services, and other support teams.

Physical and Travel Requirements

• Frequent local travel to PPG offices in Allen County and surrounding communities.
• Ability to transport and set up handheld retinal screening equipment and supplies.
• Ability to stand, walk, sit, bend, and position equipment for patient imaging throughout the workday.
• Ability to lift and carry equipment and supplies up to 25 pounds.
• Visual acuity sufficient to operate equipment and assess image quality before submission.