Position: Optometrist Assistant
Responsible To : Director of Operations
The Optometrist Assistant shows genuine warmth with patients and has the ability to make them feel comfortable in the center while providing effective and technically competent clinical assistance to both patients and Camarena Health clinical providers. The Optometrist Assistant facilitates the provision of information needed by both patients and clinicians. Furthermore, s/he insures a smooth and well-connected patient flow. The Optometrist Assistant will work closely with Optometrist providing direct assistance by conducting diagnostic tests, recording and measuring vision, testing eye function, instructing patients in inserting and caring for contact lenses and other various tasks as assigned.
- Arrives on time and adheres to set schedule
- Consistently and openly communicates with supervisor and all staff
- Provides prompt medical support; promotes a smooth patient flow; collects and records data accurately; maintains order of exam rooms, equipment and supplies
- Provides basic education and information to patients, making sure patients’ questions are answered and anxieties alleviated and interfaces with community-oriented activities and staff
- Achieves the organizational mission to provide health care access for all the members of the community. S/he helps make sure patients and families get the care they need when they need it.
- Works flexible or extended hours where necessary
- Participates in health center in-services, listening and respecting others’ ideas
- Demonstrates awareness of, and compliance with, organizational mission and objective of Camarena Health.
- Abides by Rules of Confidentiality
- Use of professionalism and best efforts in your position.
Duties and Responsibilities:
Focus on Intake Facilitation:
1.1 Greets patients and directs to appropriate exam room or registration window.
1.2 Educates clients on the services provided by the clinic and the programs
available that offer assistance with the cost for health services
1.3 Assures and/or completes enrollment and verifies all financial coverage’s emphasizing third party enrollment and including any discount programs available through the health center
- Focuses on both general and financial intake of patients; accurately inputs personal and financial data into computer (e.g. family composition, Medi-Cal, financial coverage)
- Performs income eligibility analysis for patients to determine sliding fee eligibility and/or adjustments.
- Obtains signatures necessary for completion of patient registration
- Correct registration errors & assist other team members with patients as necessary.
- Maintains distribution of patient surveys concerning clinic services.
Focus on Scheduling:
- Manages and maintains patient appointments; schedules according to standard for all services and staff as assigned
- Interacts supportably with patients regarding procedures for available service; orients patients to required information needed at time of service for optimum care; provides patients with awareness of general procedure costs
- Coordinates with Optometrist schedule to maximize appointment availability with patients concerning rescheduling reasons and alternatives
- Acts as back-up to Telephone Receptionist
Focus on Cashier Duties:
- Performs cashier and collection duties in accordance with Camarena policies and procedures; computes fees and collect payment for services;
- Maintains and submits organized and balanced daily ledger with corresponding edit sheets to Billing Department on a timely basis
- Collects and submits payments and maintains cash box available for change
- Submits daily patient flow counts to designated staff
- Collects appropriate payment according to standards
Focus on Patients:
- Prepares patient for vision examination, assists in testing for near and far acuity, depth perception, macula integrity, color perception, and visual field, utilizing ocular testing apparatus.
- Under the supervision of Optometrist may perform simple non-invasive testing of visual acuity, pupils and ocular motility; automated visual field testing; ophthalmic photography and digital imaging; tonometry; lensometry; and non-subject refraction.
- Prepares patients by administering cycloplegiacs, mydratics and topical anesthetics that are not controlled substances for ophthalmic purposes; and performs pachymetrym keratometry, A scans, B scans and electradiagnostic testing as referred by the Opthometrist.
- Listens attentively to patients’ complaints and record all information (e.g. medication, vision concerns) in our Electronic Health Records computer system.
- Responds to and connects effectively with patients. Treats them with respect, gives them the quality they expect and deserve and responds immediately to their concerns.
- Optometrist Assistant will take initiative to keep patient informed of upcoming procedures and requirements, to facilitate patient focus, involvement, and cooperation.
- Prepares and sets up patients for exams according to providers’ expectations
- Insures that exam rooms are neat and set up appropriately for each patient exam.
- Helps the providers maintain pace by keeping them informed of patients that are ready.
- Discharge patients smoothly from exam areas and checks for any last minute questions. Makes return appointments as appropriate.
- Consistently secures and protects patient information: activates screen saver, minimizes screen, or log off when walking away from computers for any period of time.
Focus on Optical Dispensary:
5.0 Instructs patient in care and use of glasses or contact lenses based on referral from Optometrist, and can assist patients in frame selection.
5.1 Will assist in providing information on eyeglass prescriptions, the referral process from the Optometrist to the optical dispensary.
- Will provide assistance in facilitating the sale of eyeglasses and accessories;
and follow through on patient processing of frame/contact lens orders.
- Provides assistance in minor adjustments and repairs in frames
- Maintains inventory of materials and cleans optical instruments.
Focus on Communication:
- Maintains effective assistance to, guidance of, and communication with Optometrist.
- Assists providers when assistance is needed (i.e., chaperoning, translation, etc.)
- Is responsive to needs of patients, clinicians, and team members and maintaining open communication
- Maintains communication with patients keeping them informed of their status and projected time of service delivery
- Routinely checks status of patients waiting to be registered and relays status to Optometrist for effective communication.
- Practices effective telephone etiquette (e.g., think before you dial, make notes before you call, put a patient on hold courteously, replace calls with e-mail whenever suitable, leave precise messages)
- Communicates any delays or changes of schedule to Optometrist
- Routes all formal patient complaints and grievances to Back Support Supervisor or Department Head. Solves what problems s/he can at “point of contact.”
- Communicates room availability with each other, including Optometrist
- Utilizes e-mail to communicate with staff members and checks messages on a regular basis (i.e., Outlook, Healthport, etc.)
- Maintains good rapport with outside doctor offices and facilities
Focus on Teamwork:
- Shows consideration through consistent participation; ready to work on time and consistently prepared and available to work as a team.
- Fully and clearly discloses key information to any team member in order to facilitate getting work done, problems solved, decisions made, etc.
- Works flexible or extended hours where necessary
- Demonstrates self-initiative & self-motivation to help the team with work flow; good team player
- Demonstrates consistent support and cooperation with all staff members.
- Consistently reports to work on time. Internalizes attendance policies and makes effective and workable decisions for self, families and service delivery.
- Promotes mutual respect and allows others to get their work done by limiting interruptions.
- Fits in well with team, gets along well with peers.
- Demonstrates integrity and honesty
- Demonstrates good problem solving skills, offer input/ideas when generating solutions.
- Participates in health center in-services; listens to and respects others’ ideas
- As a team member of Camarena Health the Optometrist Assistant respects and protects information regarding patients and other team members and abides by the rules of the Confidentiality Protocol.
- Initiates work request for any malfunctions of equipment, and will inform Optometrist for any safety concerns
- Various other duties as assigned by supervisor. Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally either verbally or in writing.
Focus on Corporate Expectations/Standards:
- Attends and actively participates in all meetings (e.g., department meetings, program meetings, employee staff meetings) and other activities as required or assigned
- Demonstrates awareness of, and compliance with, organizational mission and objective of Camarena Health to provide health care access and support services for all members of the community.
- Maintains confidentiality and respect for information regarding patients and other team members; abides by Camarena Health Rules of Confidentiality
- High School Diploma or GED
- Certification as Medical Assistant preferred but not required with experience in Optometry
- Experience equivalent to two years in a health care setting or medical office procedures.
- Fully bilingual (English-Spanish): Excellent oral and written skills
- Intermediate computer skills
- Keyboarding (20 wpm); software management
- Demonstrated good problem-solving skills
- Well organized, systematic, prompt
- Attention to detail and excellent follow-through on work tasks.
- Telephone courtesy, customer service oriented.
- Customer-service oriented
- Proficient with modern office practices and procedures including email
- Attention to detail and excellent follow-through on work tasks
- Able to handle multiple tasks with perseverance and patience
- Able to quickly build and maintain rapport with patients and providers of differing backgrounds; team player
- Correct grammar and spelling
- 10 Key calculator
- Diagnostic indexing (ICD-9 codes)
- Must be able to move up to 20 pounds and push up to 50 pounds (on wheels).
- Must be able to hear adequately to auscultate B/P’s and be able to hear staff on the phone and those who are served in-person, and speak clearly in order to communicate information to clients and staff.
- Must be able to have vision that is adequate to read increments of tuberculin/insulin syringe accurately, read memos, a computer screen, personnel forms and clinical and administrative documents.
- Must have high manual dexterity.
- Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouching, reaching, kneeling, twisting/turning, fingering and feeling.