Optical Assistant

Position Title:    Optical Assistant

Department:    Eye Care

Supervisor:    Optical Manager

Status/Hours Per Week:    Part-Time, Non-Exempt, 20 hours per week
 

Pay Range: The expected base pay for the position is $20 -$27 per hour and may be increased based on other factors, such as experience, language, certifications, etc.

Primary Function:

Under general guidance by Eye Care Director and under direct supervision by the Optical Manager, the Optical Assistant supports the optical shop as part of a team in a Federally Qualified Health Center setting. Additionally, the Optical Assistant is primarily responsible for assisting with optical sales and assisting the optical team with all optical tasks and operations.

This is a part-time position at 20 hours per week, with extra hours available for coverage as needed.  The Assistant must be able to work at least one evening per week and one Saturday per month. 

Duties & Responsibilities:

    •    Greet, check in and check out patients in optical shop, with an emphasis on an optimal customer service experience.

•    Facilitate and assist our patients in selecting, ordering, and dispensing glasses.
•    Recommend specific lenses, lens coatings, and frames to suit patient needs.
•    Verify optical prescription with the optometrist or ophthalmologist.
•    Assist patients with fit and measurements for glasses.
•    Assist patients with adjustment of glasses.
•    Use the lensometer to check lenses upon return.
•    Call patients to notify glasses are ready.
•    Maintain a clean work environment in optical shop.
•    Arrange and maintain displays of optical merchandise.
•    Assist in language interpretation when needed.
•    Process optical and contact lens orders into the Flexsys system.
•    Appropriately schedule patient appointments as needed.
•    Answer phones, triage calls, respond to patient requests, document messages in EPIC.
•    Process and verify insurance information and basic optical billing.
•    Maintain records of patient glasses and/or contact lens prescriptions, work orders, and payments.
•    Properly handle all money related transactions.
•    Maintain effective communications with clinical and support staff.
•    Cover all daily tasks for optical manager if not in office.
•    Adhere to privacy and confidential and proprietary company policies and procedures (i.e. HIPAA).
•    Perform other duties, as required.

 

Minimum Basic Knowledge:

    •    High-school diploma or equivalent (GED).
•    Previous administrative experience.
•    Computer literacy required, including familiarity with Microsoft Office (Excel, Word, Outlook). Ability to learn new computer programs and applications.

Experience & Qualifications:

    •    Medical interpretation training and/or certification strongly preferred.
•    Bilingual language skills in English/Cape-Verdean Creole or English/Spanish strongly preferred.
•    Minimum of 1-year experience in a healthcare or customer-service environment desirable.

Additional Competencies:
•    Strong verbal and written communication skills.
•    Ability to work well under pressure with patients who have critical and urgent needs.
•    Ability to prioritize and multi-task.
•    Detail oriented and responsible.
•    Able to take constructive feedback, be flexible and interested in working with others in a team environment.
•    Ability to work harmoniously with a diverse group of individuals required. 

Essential Functions:

• Assist patients in selecting frames, lenses, and lens coatings that meet prescription and personal needs.

• Measure, fit, and adjust eyewear accurately according to patient prescriptions.
• Dispense prescription lenses, frames, and contact lenses under the supervision of the Optical Manager.
• Verify prescriptions with optometrists or ophthalmologists and confirm order accuracy.
• Provide guidance on eyewear care and assist patients with contact lens use as needed.
• Maintain patient confidentiality and comply with HIPAA and all regulatory standards.

Physical Requirements:

• Ability to sit, stand, and move within clinic for extended periods.
• Sufficient vision and manual dexterity to handle optical tools and small components.
• Adequate hearing and communication skills to interact effectively with patients, students, and colleagues.
• Visual acuity sufficient to inspect eyewear and read fine print.
• Occasional lifting or moving of items up to 25 pounds (e.g., overstock frames or optical supplies)

Independent Action:

    Ability to function independently as required by the duties of the position, based upon the protocols and procedures of the Eye Clinic. 

Supervisory Responsibility:
    None

Define Access Level to PHI:
 
Level 2: Authorized to access patient demographic data with only minimal reference to treatment or diagnostic information as needed to function.  Staff in this category level should confine the use of PHI to the minimum necessary required and should not access or read parts of the medical record not needed to perform assigned duties.