Patient Care Coordinator

Total Vision; Novato (CA); On-site; USD 38,000 - 56,000; Full time

Job summary

Total Vision in Novato, CA is seeking a professional Front Desk/Administrative Assistant to greet patients, verify insurance, schedule visits, and manage front-desk operations in a fast-paced optometry practice.

The role requires strong communication skills, bilingual English/Spanish, and the ability to multitask while delivering excellent patient service. Some travel between practices may be needed, with an emphasis on accuracy and reliability.

Qualifications

• High school diploma or equivalent is required.
• Bilingual in English/Spanish preferred.
• Experience in Ophthalmic/optometric/medical industry is a plus but not required.
• Strong communication and customer service skills are essential.
• Ability to multitask and manage priorities in a fast-paced environment.

Responsibilities

• Greet patients warmly and manage check-in processes.
• Answer phones, schedule appointments per doctor preferences, and transcribe messages.
• Verify insurance eligibility and assist with claims when needed.
• Enter and organize documents in the EHR system.
• Confirm next-day appointments and manage recalls/appointment changes.
• Prepare patient charts and assist with front-desk organization at all times.
• Support daily opening/closing procedures as required.

Skills

Customer service

Communication

Multitasking

Tech proficiency

Bilingual Spanish

Education

High school diploma

Tools

EHR software

Optometry equipment

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.

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.
• Bilingual in English/Spanish

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be physically able to sit for long periods of time, read a computer screen for long periods of time, reach, and lift up to 20 lbs. Hand dexterity, and eye and hand coordination critical. Employee is subject to inside environmental conditions.

Employee’s schedule could include after hour projects, as needed. Travel, as needed between practices.

This description is not intended to include all job duties. Team members may be requested to do other job-related tasks other than those listed here.

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.