Patient Care Coordinator

Total Vision; Cupertino (CA); On-site; USD 25,000 - 39,000; Full time

Job summary

Total Vision LLC, a California-based optometry group, invites a proactive front desk administrator to greet patients, manage check-in, handle calls, and schedule appointments while transcribing messages with precision.

The role also involves verifying insurance eligibility, auditing claims, entering documents into the EHR, maintaining front desk organization, and supporting recall programs across practices. Some travel between locations may be required.

Qualifications

• High school diploma or equivalent required.
• Experience in Ophthalmic/Optometric/medical industry is a plus but not required.
• Ability to learn and operate EHR and practice systems.

Responsibilities

• Greet patients and manage front desk check-in.
• Handle telephones, scheduling, and message transcription.
• Verify insurance eligibility and audit claims.
• Enter routing slips into EHR.
• Confirm and reschedule appointments and manage recalls.
• Pull/prepare charts for next day.
• Process contact lens sales via phone/doctor transitions.
• Keep front desk organized; handle opening/closing.
• Perform other duties as assigned.

Skills

Flexibility

Patient rapport

Communication

Multi-tasking

Automation/EHR

Education

High school diploma, GED or equivalent

Tools

Optometry software

Job description

Total Vision LLC is a group of highly successful optometry practices that have aligned towards a common goal of world-class eye-care results for its patients and California communities. We are a company that is seeing significant growth and are looking for top-notch team members with the passion, energy, focus and commitment to excel in this type of environment.

Major Duties And Responsibilities:

• Warmly greet incoming patients upon entering the practice and complete the check-in process.
• Administrative duties including answering telephones, scheduling patient appointments per doctor preferences and transcribing messages for return calls and faxes.
• Obtain and verify insurance eligibility for all applicable patients. Responsible for auditing and editing insurance claims as needed.
• Scanning and entering routing slips and other documents into EHR.
• Confirm all appointments for the following day and reschedule no show appointments. Also utilize practice’s recall system.
• Pull and prepare charts for all patients scheduled for the following day.
• Processing sales of contact lens through phone calls or doctor transitions.
• Responsible for keeping the front desk organized at all times.
• Opening and closing procedures determined by practice.
• All other duties as assigned.

Required Skills/Knowledge

• Demonstrated flexibility in addressing a broad spectrum of patient requirements and preferences.
• Demonstrated ability to cultivate positive patient rapport and build relationships while increase patient-retention.
• Strong communication skills (oral and written) with the proven ability to manage priorities in a fast paced environment.
• Ability to multi-task, set priorities and ensure that patient commitments/deadlines are met.
• Proficiency in utilization of automated equipment and systems standard to the optometry industry.

Qualifications

• High school diploma, GED or equivalent.
• Experience in the Ophthalmic/Optometric/medical industry is a plus but is not required.

Physical Requirements

• Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Hand dexterity and eye and hand coordination is critical.
• Lifting. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Use of one or both arms and wrists to lift parts, fixtures, and tools on a frequent basis.
• Sitting. Must be able to sit for long periods of time.
• Standing. Particularly for sustained periods of time.
• Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately or quickly.
• Travel as needed between practices.
• Required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of structures. Must be able to read a computer screen for long periods of time.
• Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one workstation to another.

Total Vision is an Equal Opportunity Employer and does not discriminate on the basis of age, color, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, or any other characteristic protected by applicable state or federal civil rights laws.