Front Office Coordinator- Part Time

PACIFIC UNIVERSITY

1d • Onsite

About The Position

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 providing primary administrative support at the Pacific Eye Clinic.

Requirements

• High school diploma or equivalent.
• Previous experience working in a healthcare facility with an emphasis in medical insurance billing or in an educational environment.
• Bilingual Spanish/English language required.
• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
• Maintains proper appearance and personal conduct for the employee’s particular job.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic, varied abilities and cultural backgrounds.
• Demonstrates ability to work in a team environment.
• Demonstrated ability to support, and maintain diversity among students, faculty, and staff and works to establish and maintain a diverse, equitable 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 and standard office equipment.
• Ability to maintain accuracy in numerous detailed record-keeping tasks.
• Must comply with HIPAA rules and procedures as described by Pacific University and 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, possibly including Saturdays.
• Must be highly organized, flexible, sensitive to meeting deadlines, and able to exercise good judgment in prioritizing and developing efficient work methods.
• Must be able to effectively multitask in a busy practice setting without compromising safety or customer service.

Nice To Haves

• Working knowledge of basic optical billing skills – helpful, but not required.

Responsibilities

• Responsible for the administration of the reception area emphasizing a high degree of customer courtesy which includes answering telephones; scheduling, general reception and appointment confirmations; verifying and confirming medical and vision coverage eligibility with patients or guardians; verifying and confirming patient demographics and contact information; posting charges and payments; triaging patient problems and concerns; preparing and scanning patient charts; scanning referrals and scheduling patients accordingly; account balancing; keeping clinic office neat and organized, and assistance to all visitors with dignity and respect.
• Responsible for the front-desk bank till, posting of charges, payments, standard courtesies and social service adjustments. Applies third party billing expertise to properly determine coverage, claims submission branch, and effectively communicates financial obligations to patients. Works to maintain the accounts receivable balance at an acceptable level.
• Maintains patient database including demographic information, recording of appointments, reschedules, cancellation and no-shows, posting of charges, payments, and adjustments, and aging of receivables in a timely manner.
• Works cooperatively with the Clinic Director, Office Manager, opticians, course instructors, service chiefs, and attending doctors on duty to coordinate balanced educational experiences for interns and provide quality optimal care for patients. Contributes to a supportive and respectful team-based environment. Performs all duties in a manner that contributes to the overall professional appearance and atmosphere of the clinic and adheres to the University Code of Conduct.
• Responsible for coordinating the process of obtaining referrals and prior authorizations from insurance companies. Works with the insurance company and assists the patient in the proper referral guidelines.
• Relays office needs to appropriate staff in charge of ordering supplies, in a timely manner.
• Assistant with contact lens duties as needed. Duties to include ordering, verification of orders received, notification of orders received, and scheduling of patients with the appropriate intern or resident. Maintains current working knowledge of all contact lenses, including lenses in stock and products available. Maintains patient charts by properly recording all orders, receipts, etc. Keeps track of invoices and submits them to the designated Office Manager.
• Maintains adequate office supply inventory of forms, office equipment, and general and medical supplies that are necessary to the operation of the clinic, ensuring that the equipment and supplies are available for immediate use.
• Assists with common office procedures, including, but not limited to: processing daily mail, billing, bank deposits, and reconciling lab statements. Maintains ophthalmic supplies in the exam rooms and supply cabinets. Reports equipment or facility issue to the appropriate source.
• Willingly performs other position-related or implied tasks and continuously explores ways to increase revenues, improve operations, enhance customer service, and promote Pacific University’s College of Optometry Clinical Program.
• Performs other related duties as assigned.

Benefits

• 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 plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

What This Job Offers

• Job Type: Part-time
• Education Level: High school or GED