Beaverton Eye Clinic Office Manager

Pacific-University; Oregon; On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Generous paid time off

Medical coverage

Dental and vision plans

Tuition remission

On-campus facilities access

Job summary

Pacific University EyeClinic seeks a clinic operations supervisor to oversee front desk staff, scheduling, and billing in a busy ophthalmology setting.

You will manage EPIC work queues, coordinate interpreters, ensure HIPAA compliance, and collaborate with the Clinic Director to deliver excellent patient care and student education.

Qualifications

• High school diploma required; Bachelor's degree preferred or equivalent work experience.
• Experience in a health care facility with emphasis in medical insurance billing; vision care experience preferred.

Responsibilities

• Supervise clinic office staff and manage front desk operations.
• Oversee scheduling, patient flow, and appointment confirmations; triage patient problems.
• Manage posting of charges, payments, adjustments, and collections; ensure accurate billing.
• Oversee EPIC work queue management and staff training.
• Coordinate interpreter ordering for scheduling staff and students.
• Maintain patient database with proper coding and demographics; track appointments and no-shows.
• Collaborate with CBO for insurance claim support and coding processes.
• Ensure HIPAA compliance and professional appearance in the clinic environment.

Skills

Staff supervision

Billing & coding

Scheduling

HIPAA & privacy

Bilingual Spanish/English

Office IT & data management

Education

High school diploma

Bachelor’s degree preferred or equivalent work experience

Tools

EPIC

Paycom

Job description

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 DESCRIPTION OF POSITION:Responsible for supervision of the clinic office staff and the financial and business office operations at the designated Pacific EyeClinic.ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:Provides on-site supervision, scheduling, and training of clinic office staff and actively engages in routine business operations at the center with an emphasis on providing optimal patient care and educational experiences.Help manage on-site tech issues, submitting, track and oversee trouble tickets and coordinate with UIS.Oversee interpreter ordering process for scheduling staff and students.Be first point of contact for provider scheduling concerns and needs, and insurance issues or errors.Manage clinic room needs and equipment coordination concerns by partnering with the Clinic Director.Oversee EPIC workque management.Responsible for the posting of charges, payments, standard courtesy and social service adjustments. Applies third party billing expertise to properly determine coverage, claims submission branch, and effectively communicates financial obligations to patients. Collects patient balances at time of service and contacts patients if their account becomes delinquent.Responsible for management of the reception area which includes answering telephones, scheduling, general reception, appointment confirmations, triaging patient problems and concerns, bank deposits, oversees maintenance of ophthalmic supplies in the exam rooms and supply cabinets, keeping clinic office neat and organized, and assisting all visitors.Assists with the initial and on-going computer system training for their staff.Maintains patient database including the proper coding of procedures; materials, and diagnoses; demographic information; recording of appointments, reschedules, cancellations and no-shows.Collaborates with CBO as needed for insurance claim support and coding processes.Works cooperatively with the Clinic Director, opticians, course instructors, and attending doctors on duty to coordinate balanced educational experiences for interns and optimal care for patients. Performs all duties in a manner that contributes to the overall professional appearance and atmosphere of the center.Works closely with and reports to the Senior Director of Clinic Operations to maintain efficient, positive, and compliant office operations.Serves as liaison between centers, social service patients, and agencies.Oversees timely preparation and distribution of correspondence including acknowledgement of referrals, incoming mail, releases of information, and managed care documents.SECONDARY FUNCTIONS:Willingly performs other position-related or implied tasks and continuously explores ways to increase revenues, improve operations, enhance customer service, and promote Pacific University College of Optometry Clinical Program.Perform other related duties as assigned.JOB SCOPE:Performs duties independently with minimal supervision, operating from specific and definite directions and instructions, yet work is checked or verified on a frequent basis. Decisions are made within general university policy constraints but occasionally require independent decision making. Errors could affect the smooth and efficient operation of the office.SUPERVISOR RESPONSIBILITY:Full supervisory responsibility for front office coordinators and specialty optometry service coordinators including vision therapy and contact lens coordinator. This responsibility includes staff scheduling, employee evaluation, employee counseling and/or discipline, approving any absences or overtime and making any recommendations for hiring, terminations, pay changes, job changes and training.EDUCATION AND/OR EXPERIENCE:High school diploma required. Bachelor’s degree preferred or equivalent work experience.Previous experience working in a health care facility with an emphasis in medical insurance billing. Experience in vision care preferred, but not required.REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:Bilingual Spanish/English language required at the Cornelius location. Preferred but not required all other locations.Demonstrated ability to support, and maintain diversity among students, faculty, and staff and works to establish and maintain a diverse and inclusive work environment.Ability to protect the confidentiality of all patient medical and financial information.Ability to respect the roles and challenges of staff, students, faculty, College administration, and other members of the University community.Professional appearance and a high level of self-motivation and interest in program development.Excellent verbal and written communication skills and the ability to apply good judgment and a professional manner when interacting with patients, optometry students, optometric physicians, and others in the health care community.Strong word processing and database management skills. Working knowledge of computers, standard office equipment and EHR (electronic health record systems).Ability to maintain accuracy in numerous detailed record-keeping tasks.Must comply with HIPAA rules and procedures as described in the Pacific University College of Optometry Privacy Policies and Procedures Manual.Must possess the skills and motivation necessary to work independently and as a team member.Must be willing to accept flexible working hours, including Saturdays and assignments at other centers.Must be highly organized, flexible, sensitive to meeting deadlines, and able to exercise good judgment in prioritizing and developing efficient work methods.WORKING CONDITIONS:Clinic office environment.PHYSICAL ACTIVITIES:Climbing Balancing X Stooping X Kneeling X Crouching Crawling X Reaching X Standing X Walking X Pushing X Pulling X Lifting X Talking X Hearing X Repetitive MotionPHYSICAL REQUIREMENTS:Sedentary Work Light Work X Medium Work Heavy Work Very Heavy Work X Visual AcuityAPPLICATION 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)Comprehensive dental and vision plansGenerous retirement contribution after one year of service with no match requiredFree mental health appointmentsTuition remission for employees and their dependent child(ren) who meet eligibility requirementsOn-campus benefits, including free access to our sports facility and libraryDiscounts on campus food, bookstore purchases, clinic services.ACCOMMODATIONS & INCLUSION:We welcome and encourage applications from neurodivergent individuals and people with disabilities. If you need any accommodations or support at any stage of the application or interview process such as receiving interview questions in advance, alternative assessment formats, or extra time please let us know by emailing Catheryn Coupland [e-mail] We are committed to providing an accessible process that allows you to demonstrate your strengths.EQUAL OPPORTUNITY EMPLOYMENT:Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.NOTICE OF NONDISCRIMINATION POLICY:Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at [e-mail].