Patient Care Coordinator

TOTAL VISION LLC; Novato (CA); On-site; USD 22,000 - 28,000; Part time

Job summary

Total Vision LLC in Novato, CA is seeking a part-time front desk assistant for an optometry practice. You will greet patients, handle check-ins, schedule appointments, verify insurance, and manage communications using the EHR system. The role requires bilingual English/Spanish, strong communication, and the ability to multi-task in a fast-paced environment.

High school diploma or GED is required. Experience in ophthalmic/optometric settings is a plus but not required.

Qualifications

• Bilingual English/Spanish required or preferred.
• Strong communication skills, both oral and written.
• Ability to multi-task and manage priorities in a fast-paced environment.
• Experience building patient rapport and increasing retention is a plus.
• Familiarity with ophthalmic/optometric workflows is advantageous.

Responsibilities

• Greet patients and complete the check-in process.
• Answer calls, schedule appointments, and transcribe messages.
• Verify insurance eligibility and assist with claims auditing.
• Enter data into the EHR and manage routing documents.
• Prepare charts and confirm next-day appointments and recalls.
• Process contact lens sales via phone or doctor transition.
• Maintain a tidy and organized front desk area.

Skills

Bilingual English/Spanish

Strong communication

Multi-tasking

Patient rapport

Prioritization

Education

High school diploma or GED

Tools

EHR software

Practice management systems

Job description

Job Location: TV Novato - Novato, CA 94947 Position Type: Part Time - Hourly Education Level: High School Salary Range: $16.50 - $20.00 Hourly

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.