Contact Lens Coordinator

Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL POSITION DESCRIPTION:

The Contact Lens & Front Office Coordinator has primary responsibilities in managing the contact lens programs within the College of Optometry; provides oversight and coordination of the student comp program, and the ordering of patients’ contact lenses as well as stocking of diagnostic lenses; consults with the Contact Lens Service Chief and the Associate Dean of Clinical Programs on setting prices on contact lens stocking. Additionally, this individual is expected to support front office functions by working at the front office counter. This position directly reports to the Forest Grove Office Manager and works in close consultation with the Contact Lens Service Chief and the Associate Dean of Clinical Programs

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Contact Lens Duties:

• Maintains current working knowledge of all contact lenses (CL), including product design and parameter specifications. Distributes technical and detailed information to interns and contact lens residents as new information is received.
• Manages inventory of contact lenses and contact lens supplies. Serves as liaison with contact lens company representatives. Keeps contact lens stock neat and organized.
• Verifies vision and medical insurance, obtains prior authorizations, bill contact lens exams and materials to insurance.
• Maintains contact lens records, contact lens orders, contact lens recording forms, and contact lens order logs. Schedules initial fitting, follow-up appointments, and referrals utilizing the Electronic Health Record (EHR). Regularly interacts with interns, contact lens residents, and attending doctors to maximize positive communication and patient care experience.
• Knowledge of complimentary contact lens programs for optometry students. This includes referring students to the FG EyeClinic for details of special student offers available from contact lens suppliers; processing student comp orders; and keeping accurate records of dates, charges, and payments.
• Works with the Contact Lens Service Chief to coordinate industry studies and supports the needs of the CL Resident'
• Maintains accounts payable records for contact lens companies. This includes verifying receipt of orders and the accuracy of charges. Follows up on overdue orders, credits due on returns, and discrepancies on statements. Reconciles monthly statements to ensure prompt payment. Works with the CL Service Chief to maintain positive relationships with current CL providers and establishes relationships and accounts with new companies.
• Responsible for inventory of contact lens supplies at the EyeClinic. Conducts monthly inventory audits to ensure that there is adequate stock to meet daily operational needs. Orders supplies when appropriate; tracks status of orders in process; tracks status of orders in process; verifies accuracy of statements by comparing merchandise received with information on packing slips and inspects invoices for proper billing; and ensures statements are available for payment. Maintains a reference manual of all inventory items, vendors from whom products can be purchased, their respective costs, and details of purchase orders and invoices. Keeps supply areas neat, clean, and organized.
• Assists in keeping equipment clean, in good repair, and ready for use. Submits equipment work orders as needed and follows up on completion of repairs.
• Processes orders for ophthalmic supplies from specific labs when requested by faculty utilizing the same attention to detail as specified above.

Front Office Duties:

• Responsible for the administration of the reception area emphasizing a high degree of customer courtesy which includes answering telephones; scheduling, general reception and appointment confirmations; verifying and confirming medical and vision coverage eligibility with patients or guardians; verifying and confirming patient demographics and contact information; posting charges and payments; triaging patient problems and concerns; preparing and scanning patient charts; scanning referrals and scheduling patients accordingly; account balancing; keeping clinic office neat and organized, and assistance to all visitors with dignity and respect.
• Responsible for the front-desk bank till, posting of charges, payments, standard courtesies, and social service adjustments. Applies third-party billing expertise to determine coverage, identify the correct claims submission branch, and communicate financial obligations to patients. Works to maintain the accounts receivable balance at an acceptable level. Explains financial obligations to patients, collects balances, and contacts patients when accounts become delinquent. Assists with accounts 120 days past due by verifying the accuracy of charges and compiling the information required by the collection agency.
• Maintains the patient database, including proper coding of procedures, materials, diagnoses, demographic information, recording appointments, reschedules, cancellations, and no-shows, posting charges, payments, and adjustments, and aging receivables.
• Works cooperatively with the Clinic Director, Office Manager, opticians, course instructors, service chiefs, and attending doctors on duty to coordinate balanced educational experiences for interns and provide quality, optimal care for patients. Contributes to a supportive and respectful team-based environment. Performs all duties in a manner that contributes to the overall professional appearance and atmosphere of the clinic and adheres to the University Code of Conduct.
• Responsible for coordinating the process of obtaining referrals and prior authorizations from insurance companies. Works with the insurance company and assists the patient in following the proper referral guidelines.
• Relays office needs to the appropriate staff in charge of ordering supplies.

SECONDARY FUNCTIONS:

• Maintains adequate office supply inventory of forms, office equipment, and general and medical supplies that are necessary to the operation of the clinic, ensuring that the equipment and supplies are available for immediate use.
• Assists with common office procedures, including, but not limited to, processing daily mail, billing, bank deposits, and reconciling lab statements.
• Maintains ophthalmic supplies in the exam rooms and supply cabinets. Reports equipment or facility issues to the appropriate source.
• Willingly performs other position-related or implied tasks and continuously explores ways to increase revenues, improve operations, enhance customer service, and promote Pacific University’s College of Optometry Clinical Program.
• Performs other related duties as assigned.

JOB SCOPE:

Performs duties independently with minimal supervision, operating from specific and definite directions and instructions, but noting that work is checked or verified on a regular basis. Decisions are made within general University policy constraints but occasionally require independent decision-making. Errors could affect the office's smooth, efficient operation and the safety of patient care. Adherence to policy and compliance requirements is critical.

Qualifications

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS:

• Communicates with students, faculty, staff, and the public, appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students, faculty, and staff.
• Maintains proper appearance and personal conduct for the employee’s particular job.
• Uses effective communication skills, taking into consideration body language, filters, listening, paraphrasing, and questions.
• Demonstrates ability to work in a team environment.
• Basic skill and knowledge of EHR operational systems

EDUCATION AND/OR EXPERIENCE:

• High school diploma or equivalent.
• Previous experience working in a health care facility with an emphasis in medical insurance billing or in an educational environment.

WORKING CONDITIONS:

Clinic Office Environment

PHYSICAL ACTIVITIES:

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_X_Talking_X_Hearing_X_ Repetitive motion

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APPLICATION PROCESS:

To apply, please upload your resume, cover letter and three professional references along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that everyone is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.

COMPENSATION AND BENEFITS:

We offer a comprehensive benefits package for qualifying employees. Current benefits include:

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)