Optical Administrative Assistant

Delaware Eye Care Center; Dover (DE); On-site; USD 21,000 - 26,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Optical coverage

401k

Paid holidays

Paid time off

Life insurance

Parking

Team environment

Career ladder

Job summary

Delaware Eye Care Center in Dover, DE seeks an Optical Administrative Assistant to welcome patients, manage the optical area flow, handle calls, and maintain records. You will assist in fitting contact lenses, training patients, and supporting the optical team with administrative duties.

The role emphasizes excellent patient service, accuracy, and teamwork in a friendly, patient-focused environment with a robust benefits package and clear career ladder opportunities.

Qualifications

• High school diploma or equivalent.
• Two years’ optical practice experience with contact lenses fitting and sales preferred.
• Ability to provide outstanding customer service.
• Ability to stay calm and professional under pressure.
• Strong written and verbal communication skills.

Responsibilities

• Be the first point of contact, welcoming patients and visitors.
• Manage patient flow in the optical area and handle inquiries.
• Check-in and check-out procedures, including payments and records.
• Order and fit contact lenses, training patients on insertion/removal.
• Maintain inventory and ensure accurate lens parameters for orders.
• Work with the physician and optical manager to support the team.

Skills

Customer service

Communication

Attention to detail

Computer literacy

Cash handling

Teamwork

Education

High school diploma or equivalent

Tools

EMR/EPM systems

Job description

Delaware Eye Care Center is searching for a patient focused, skilled Optical Administrative Assistant for our Dover Delaware office - No nights, no major holidays or Sundays, a robust benefits package, a team-oriented working environment where you are heard and respected as well as clear career ladder opportunities.

Delaware Eye Care Centers is dedicated to providing state-of-the-art, individually based, high quality, eye health care.Our doctors are board-certified, skilled ophthalmologists and optometrists that provide a range of services to help our patients attain the clearest vision possible.Our services cover a range of eye problems, including cataracts, glaucoma, retinal disorders, dry eye, and ocular injuries. We have the common goal of ascertaining the most appropriate care for any given patient, explaining the purpose of the treatment, and in initiating said therapy in a courteous and compassionate manner, irrespective of age, gender, nationality, and race or payment program.

An Optical Administrative Assistant will ensure all patients are welcomed and greeted promptly. Additional responsibilities will include managing patient flow in the optical area, handling phone inquiries, organizing patient records, managing daily correspondence, and clerical supply inventory while offering administrative assistance. You will also be responsible for performing a variety of tasks as delegated by the physician and/or optical manager to assist in accurately fitting contact lenses, including the training of proper lens insertion and removal techniques, the care of different contact lens types and providing excellent service to the patient. This supportive role is crucial to the patient experience and the overall success of the optical team.

Responsibilities:

• Act as the first point of contact by welcoming all patients and visitors to the optical area
• Determine reason for visit and direct patients accordingly
• Follow established check-in procedures to best manage clinic flow
• Complete patient check out processes including collecting payment for all applicable services including materials and enter into EPM/EMR
• Call patients to notify them when eyeglasses/contact lenses are ready for pick up
• Balance cash drawer daily
• Manage office supply inventory and follow in-office procedures for re-order
• Answer telephones in a prompt and courteous manner
• Executes duties of position in a professional and courteous manner
• Handles sensitive information in a confidential manner

The position will also be responsible for:

• Provide patient training in the insertion, removal, and care of contact lenses through hands-on practice and written instructions
• Accurately specify lens parameters for order placement from vendor
• Verify lenses upon receipt prior to patient notification for pickup
• Maintain database and inventory for contact lens orders
• Ensure all contact lens charges are collected and/or submitted to insurance and reconciled at the end of each business day
• Schedule patients for contact lens appointments
• Respond to all patient inquiries within one business day
• Assist patients with specialty contact lens fitting, billing, claims and deposits
• Reconcile and process all contact lens sales, transfers and returns
• Maintain contact lens inventory including accessory items including but not limited to solutions, cases, applicators, and/or cleaning devices as needed for clinic volume
• Maintain contact lens merchandising displays

Qualifications:

• Minimum of a high school diploma or equivalent
• Two years’ experience working in an optical practice with contact lenses fitting and sales is highly preferred
• Must have the ability to establish confidence and trust with patients
• Physical demands require standing for long periods of time
• Commitment to providing outstanding customer service
• Must be compassionate and can establish a positive patient rapport
• Must have the ability to remain calm and professional under pressure or stress
• Highly energetic with a positive attitude
• Strong attention to detail
• Possess strong written and verbal communication skills
• Create and maintain positive interpersonal relationships
• Previous administrative experience preferred
• Basic computer literacy required
• Excellent math skills that allow for precise work related to opticianry and sales (basic algebraic equations and monetary calculations)

In Turn We Will Provide:

• Benefits to full time team members that include comprehensive medical, dental and optical coverage, 401k and short and long term disability
• Company paid life insurance
• Paid holidays and generous paid time off
• Paid parking where applicable
• Team oriented working environment where you are heard and respected
• Clear career ladder opportunities

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