Collaborate with team members to best assist patients’ needs for optical services. Maintain up to date with all aspects of the optical department and do what is necessary to provide the best customer service.
Why You’ll Love This Job
Collaborate with team members to best assist patients’ needs for optical services. Maintain up to date with all aspects of the optical department and do what is necessary to provide the best customer service.
Responsibilities
Responsibilities are not intended to be done in any specific order
Customer Service:
Lens and Frame Selections, Contact Lens Assistance including new wearer trainings
Adjustments, Repairs and Delivery of Optical glasses
Troubleshoot with patients having difficulties with orders received
Answer telephone and assist patients’ needs
Optical Department:
Place optical orders
Quality control on jobs received by optical laboratories
Be sure all optical discounts have been applied correctly, otherwise call laboratory to correct error
Call optical laboratories to check the status of orders
Check status for frames on order & defective exchange area
Get trays ready for the Optical Schedule
Frame pricing and floor displays
Price and enter all frames into inventory before placing them on display boards
Maintain floor frame displays to keep display shelves organized and clean
Maintain optical tray areas up to date: Hold until paid; 1 week hold; etc.
Match arriving frame orders to patient’s trays
Frame Returns/updating inventory
Re-notifying patients that have already been notified of order arriving
Archive optical invoices
Maintain lab supplies for TKI to re-order
Order contact lenses for patient orders
Match arriving contact lens orders to trays
Contact Lens follow up calls
Maintain trial contact lenses
File Optical Invoices
Clear trays after delivery of glasses and making sure all billing and documentation has been completed
Trays that have been sitting in “to be delivered” for longer than 6 months should be cleared and put into “un-dispensed optical orders” box
Skills & Qualifications
ENVIRONMENT:
Office environment
Constant interruptions
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard and to grasp, move or assemble very small objects.
Seeing to read a variety of materials, small objects, see differences between colors, shades and brightness.
Hold the arm and hand in one position or hold the hand steady while moving arm.
Hearing and speaking to exchange information in person and on the telephone.
Sitting and standing for extended periods of time.
Bending at the waist, kneeling or crouching to file materials.
Responsibilities can change at any time to correspond with office needs
Collaborate with team members to best assist patients’ needs for all optical services. Maintain up to date with all aspects of the optical department and do what is necessary to provide the best customer service.
Collaborate with team members to best assist patients’ needs for all optical services. Maintain up to date with all aspects of the optical department and do what is necessary to provide the best customer service.
Responsibilities are not intended to be done in any specific order
Customer Service: Lens and Frame Selections, Contact Lens Assistance including trainings as needed Adjustments, Repairs and Delivery of Optical glasses Troubleshoot with patients having difficulties with orders received Answer telephone and assist patients’ needs
Optical Department: Order contact lenses orders for patients including trial lenses as directed by doctor Match arriving contact lens orders to trays Keep up to date with all rebates and pertinent Contact Lens information changes Keep organized files for contact lens bags, rebates, contact lens information Keep up to date on contact lens computer programs used in office Follow up with callbacks for patients trialing contact lenses and maintain good record keeping Maintain all contact lens trials in office Quality control on jobs received by optical laboratories Call optical laboratories to check the status of orders Check status for frames on order & defective exchange area Get trays ready for the Optical Schedule Frame pricing and floor displays Price and enter all frames into inventory Maintain floor frame displays to keep display shelves organized and clean Help maintain optical tray areas up to date: Hold until paid; 1 week hold; etc. Help to match arriving frame orders to patient’s trays Help with return frames Help with re-notifying patients that have already been notified of order arriving Archive optical invoices Help maintain lab supplies for TKI to re-order Help with clearing trays after delivery of glasses and making sure all billing and documentation has been completed Trays that have been sitting in “to be delivered” for longer than 6 months should be cleared and put into “un-dispensed optical orders” box
ENVIRONMENT: Office environment with constant computer use Constant interruptions
PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard and to grasp, move or assemble very small objects. Seeing to read a variety of materials, small objects, see differences between colors, shades and brightness. Hold the arm and hand in one position or hold the hand steady while moving arm. Hearing and speaking to exchange information in person and on the telephone. Sitting and standing for extended periods of time. Bending at the waist, kneeling or crouching to file materials. Lifting boxes of approximately 5 – 15lbs
Responsibilities can change at any time to correspond with office needs
The responsibility of the Office Manager is to oversee the office’s function including staff, office equipment/software, financials, and patient workflow.
Why You’ll Love This Job
The responsibility of the Office Manager is to oversee the office’s function including staff, office equipment/software, financials, and patient workflow.
Responsibilities
Primary Responsibilities: New Employee Hire Sort through resumes for qualified persons Set up interviews Mail/Email applications Have updated job description ready for review of potential hire Have interview questions ready Follow up job offer or decline of interviewee New employee orientation Set up HR for Health account Have new employee folder ready Review office policies Review HIPAA policies Set up Patriot Set up all accounts needed that new employee will access Help with training procedures for new employees Review training processes with new employees, give timeline Train basics on EHR system and have employee watch necessary training videos Train on procedures and protocols pertaining to patients Oversee training of new employee as being trained by other staff members. Follow through with 30 day, 60 day & 90 day review At 90 day anniversary, update Vickie Medeiros at Western Valley Ins. for eligibility and insurance costs Update office manual and procedures Make sure staff understand changes to manual Get signatures from staff as needed Maintain Office Policies, Procedures and Staffing Update/Maintain all job descriptions as needed Assist in employment changes based on employment evaluations and staff changes Staff schedules Administrating PTO Update office procedures as changes occur Staff meetings
Meet with doctors to implement staff/flow changes and work with staff for implementation
Staff trainings: Topics, ideas, areas of improvements
HIPAA Compliance Keep updated with HIPAA regulations and update staff Staff training Keep HIPAA binder updated with office policies and procedures Process payroll through Patriot and close out payroll reports in HR for Health
Send payroll reports to contact person at WWW
Do payroll 401k report and transmit contributions Process bonus to employees at end of each quarter Update Patriot with contributions/deductions/pay rate changes/PTO Help administer 401k account Give new eligible employees paperwork Keep updated information for employees file Have end of year reports ready to report to Hicks: Jerri Jackson Follow through with requests from Hicks office for issuance of transfers Credentialing/Re-credentialing of Doctors Credential new doctors to all insurance panels we are providers for Re-credential doctors as needed for every insurance (normally every 3 years) typically through CAQH system, Medicare is through PECOS system Make sure to submit the re-credentialing packet in a timely manner, making sure the requested records have been pre-audited by corresponding doctor Keep doctors credentialing sheet updated (driver’s license, DEA license, State License, Professional Liability Insurance) Update and maintain doctors’ licenses, mal-practice insurances, etc. and make sure to update with insurances as needed Assist TKI with Worker’s Comp. insurance policy, Office Pac Insurance renewal, and end of year payroll audits Employment Practices policy renewals (as requested by TKI) Update necessary info in HR for Health in regards to Holiday Pay, PTO tiers, Anniversary renewals Assist with Health Insurance Renewal Hand out all health insurance changes as needed Update employees on coverage and assist staff understanding coverage Update Patriot software with insurance premiums (as needed throughout the year) so payroll is up to date Make sure new employees are given necessary information to MVO’s coverage End of year maintenance Update fee schedules Update Revolution system to prep for new year Box files at end of corporate year Assist any HR for Health webinars to keep in compliance and up to date changes with HR laws Update necessary information in Patriot Run W2 reports for employees and be sure to distribute by appropriate deadline Work with IT tech for any computer issues Understand Revolution comprehensively Work with customer support for any Revolution issues Attend conference/webinars to help with software changes/updates Meet with reps as needed for all aspects of the office including lab reps & contact lens reps (as requested by TKI) Meet with Sales reps in regards to merchant equipment, office equipment, office software, etc. (as requested by TKI) Attend pertinent webinars/seminars Stay updated with rebate/program changes with VSP Premier program Oversee and stay up with Vision Source changes as needed Oversee any patient issues to make sure they are resolved in a timely manner and effective for both office and patient. Help optical staff with resolutions to back orders, frame damage/loss by labs, patient issues, difficult patients, etc.
Skills & Qualifications
ENVIRONMENT: Office environment with constant computer and phone use Constant interruptions PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard and to grasp, move or assemble very small objects. Seeing to read a variety of materials, small objects, see differences between colors, shades and brightness. Hold the arm and hand in one position or hold the hand steady while moving arm. Hearing and speaking to exchange information in person and on the telephone. Sitting and standing for extended periods of time. Bending at the waist, kneeling or crouching to file materials. Lifting boxes of approximately 5 – 15lbs
