Medical Eyecare Receptionist

Specialty Eyecare Group is not a traditional optometry practice. We are a specialty-focused clinic built around solving problems that many offices choose not to manage. Our care is centered on myopia management, dry eye treatment, specialty contact lenses, and binocular vision disorders. Patients are often referred to us because they need a higher level of care, more advanced technology, and a team that can guide them through complex treatment plans.

Because of this, the experience we provide matters just as much as the clinical care itself. Our patients are investing in their long-term vision and quality of life. They expect clarity, confidence, and a smooth, well-coordinated process from start to finish. Every interaction, from the first phone call to follow-up communication, plays a role in that experience.

We operate as a team-first environment where cross-training is essential. No role is siloed. Everyone is expected to understand how the practice runs as a whole and step in where needed to support patient flow, maintain efficiency, and ensure a high standard of care.

We are hiring for a Patient Care Coordinator. This position is central to the patient experience and focuses on managing scheduling, insurance, communication, and overall flow within the clinic. You will be responsible for setting clear expectations with patients, ensuring accuracy in their information, and helping them move through their visit in an organized and efficient way.

This position requires flexibility to work between our Kirkland and Bellevue locations based on scheduling and patient care needs.

This role requires someone who is highly organized, communicates clearly, and is comfortable discussing scheduling and financial expectations with patients. It is a position for someone who takes ownership, can problem solve in real time, and understands that their role directly impacts both patient satisfaction and the overall success of the practice.

• Welcome and check in patients in a professional and friendly manner
• Guide patients through the check-out process, including scheduling follow-ups and collecting payments
• Maintain a smooth and organized patient flow throughout the day
• Ensure the front desk and reception area remain clean and presentable

• Schedule appointments accurately based on visit type and provider availability
• Manage and adjust schedules to support efficiency and minimize gaps
• Maintain waitlists and help fill openings when they arise
• Coordinate referrals and ensure proper appointment setup

• Verify insurance eligibility, benefits, and authorizations prior to appointments
• Clearly communicate copays, deductibles, and out-of-pocket costs to patients
• Collect and post payments accurately
• Help patients understand their coverage and next steps

• Answer incoming calls promptly and professionally
• Respond to patient questions and concerns in a timely manner
• Manage appointment confirmations, recalls, and follow-ups
• Handle basic triage and escalate when appropriate

• Maintain accurate and up-to-date patient records
• Document communications, notes, and tasks clearly
• Manage incoming documents, faxes, and referrals
• Utilize internal systems for scheduling and communication

• Communicate effectively with doctors, technicians, and leadership
• Support overall clinic flow and assist where needed
• Take initiative during downtime to stay productive and support the team

• 1 year of experience in a medical office, eyecare setting, or customer-facing role preferred
• Strong communication skills with the ability to explain scheduling, processes, and financial expectations clearly
• Comfortable discussing insurance, copays, and out-of-pocket costs with patients
• Ability to manage multiple tasks and stay organized in a fast-paced environment
• High attention to detail with accurate data entry and follow-through
• Strong problem-solving skills and ability to think on your feet
• Professional, patient-focused attitude with a calm and positive demeanor
• Reliable, punctual, and able to work independently while contributing to a team

• Experience with RevolutionEHR or similar electronic medical record systems
• Knowledge of vision and medical insurance (VSP, Eyemed, etc.)
• Previous experience in scheduling, referrals, or patient coordination
• Experience in a specialty or high-volume clinic setting