Optical Assistant/Office Assistant

Hampton, Virginia

Overview
Works with the supervision of the Optical Manager and Practice Director. Designs, fits, and adapts lenses, frames/ and or contact lenses for patients according to written optical prescription or specifications. Assist patients with selecting frames, measures patients for size of eyeglasses and coordinates frames with facial and eye measurements and optical prescription. Prepares lab orders containing instructions for grinding and mounting lenses in frames. Verifies exactness of finished lens spectacles. Adjust frame and lens positions to fit patients. Performs administrative duties such as tracking inventory, submitting patient insurance claims, and performs simple bookkeeping. Arranges and maintains displays of optical merchandise.

What you will do

• Medicare claim information no less than 80% compliant to Medicare standards. Charges posted in COS, patient receipts and ABN forms are consistently completed correctly and obtains delivery signatures and dates.
• Collects insurance plan authorizations and accurately explains plan coverage and limitations to patients. Accurately calculates, files, and collects any co-payments and surcharges under patient vision plan/discount plan. Patient data, insurance, prescription and purchase information accurately entered into computer system. Collects a minimum of 50% of order balance before placing order. Accurately post payments in the computer system and provides patients with invoices. Upon dispensing of eye wear, verifies an collects outstanding balances and change status of order to DELIVERED in computer system.
• Maintains high customer service expectations for the patients and their families, physicians, optical team members and visitors. Responds to and with the managers approval, resolves patient service issues, including lab manufacturing delays and frame back orders to ensure an equitable solutions is found that provides high patient service levels and reduces patient refunds. During Short periods of staffing or heavy workload assists with patients as necessary.
• Ensures frame inventory selection meets patients' style and vision needs. Arranges and maintains displays of optical merchandise. Vendorizes frame boards and ensures that inventory is not damaged, is bench aligned, clean and free of markings or dust.
• Maintains knowledge of new optical products, technologies , compliance standards, billing and lab ordering processes. Successfully completes annual requirements (CBL's) for mandatory competencies within required time frame. If in Apprentice Program for Opticianry successfully passed class. Actively participates with additional optical industry training coordinated by manager and Director. Supports the Riverside Health System Code of Conduct, Compliance and Ethics Program. Reports any potential compliance concerns to the appropriate person.
• Accurately completes optical . Verifies eyeglasses meet order specifications and industry manufacturing standard by performing quality inspections. Dispenses, adjusts, repairs, edges, tints and correctly performs other bench work. Troubleshoots eyeglass vision issues to resolution or appropriate referral to doctor's care. Documents steps taken to resolve issue in the patient's computer record. Performs duties of Optical Lab technician as necessary. Remake average does not exceed 3% of patients serviced. Performs additional duties as defined by Manager and Director.
• Ensures patient satisfaction by greeting them as they enter the optical department. Completes all order processes in a timely and accurate manner while the patient is present. Keeps patient wait time to a minimum.
• Average Sale $200. 00 after discounts and insurance collections.
• Frame purchases does not exceed frame sales. Reviews frame purchases and Cost of Goods reports with optical manager throughout each month. Returns Special order and warranty products within 5 days of patient's non-approval of special order or pick up of warranty replacement. Reviews lab invoices for accuracy of order and pricing. Completes Lab Tracking Report, verifying outside lab fees match HREA contracted pricing. Tracks new lens sales and recommends lenses to be added to contract pricing. Submits invoices for corrected pricing and tracks credits. Updates Optical Monthly Expense report weekly with lab invoice totals.

Qualifications

Education

• High School Diploma and/

Experience

• 1-3 years Optical Retail (Preferred)
• 1-3 years Retail (Preferred)

To learn more about being a team member with Riverside Health System visit us at https://www.riversideonline.com/careers.