Office Associate

Job Purpose & Position Overview:

The primary functions will be to answer the telephone efficiently and professionally. Will greet visitors, and distribute all incoming and outgoing mail, and will complete light typing and similar clerical work. Will assist patients with eyeglass repairs, and the ordering and dispensing of eyeglasses and contact lenses. Will be responsible for utilizing the RPMS system to schedule, deliver reminders, add and update insurance and for patient management. Will screen patients and take blood pressures and blood sugars during eye clinic as needed.

Specific Job Duties/Responsibilities:

• Answers the telephone, and determines the nature of the calls, will handle or route all incoming calls accordingly, and take messages when needed. 
• Greets visitors and welcomes patients; determines nature of business and distributes necessary patient paperwork prior to examination. 
• Responsible for retrieving and distribution of all incoming and outgoing mail. 
• Performs light typing, filing, copying, and faxing.
• Utilize the Meditech system to maintain eye clinic schedule, update patient demographics and insurance, check in/check out patients for appointments. 
• Responsible for the scheduling of patient appointments in Meditech: re-scheduling, canceling, notifying patients of any changes in schedules.
• Utilize  Meditech for patient care. 
• Responsible for daily patient file retrieval and will have all files and records ready and available for the eye clinic staff. Will then re-file patient charts after all necessary personnel have utilized. 
• Responsible for check in/check out of appointments through Meditech, and for verifying that a release of information has been signed if necessary. 
• Responsible for insurance verification via telephone, web, or fax confirmation, and entering the insurance information into the Meditech system for each eligible patient to be sent to the billing department. 
• Assists with selection and ordering of eyeglasses and contact lenses i.e. measuring bi-focals, pricing, selecting frames, writing out orders for glasses and contacts to place in the patient file, updating the excel order logs when received and dispensed, and notifying patients of the arrival of orders. 
• Assists with eyeglass repairs. 
• Responsible for accepting payment for eyeglass and contact lens orders via money order or credit card and providing a receipt to the patient. 
• Sterilize sample board frames weekly. 
• Utilize MS365 Office programs. 
• Must be willing to learn the screening process to prep patients for the Optometrist when needed. 
• Must be willing to participate in community based events i.e. health fairs, school and Educare screenings, glaucoma screenings and other events as deemed necessary. 
• Must be willing to participate in required training opportunities onsite and be willing to travel for off-site training. 
• May run occasional errands when the time calls for it. 
• Performs other related work as assigned. 

Qualifications/Skills:

• High School Diploma or GED.
• Six months to a year experience of clerical work.
• Experience with computers and Microsoft Word and Excel Software.
• Ability to interact courteously, tactfully, and effectively with the public and other employees.
• Knowledge of the operation of standard office machine such as, copier, fax machine, and telephone system.
• Ability to work independently and assure responsibility for initiation and completion of assigned tasks with minimal or no supervision.
• Must have a valid driver' s license.
• Knowledge of HIPPA confidentiality or willing to learn.
• Knowledge of the Privacy Act and medical confidentiality or willing to learn.
• Must be reliable and punctual.

Public Health Core Competencies for this Position 

Public Health Sciences

• Describes the scientific foundation of the field of public health. 

Analysis and Assessment

• Apply ethical data principles. 

Leadership and Systems Thinking 

• Contributes to continuous improvement of individual, program and organizational performance.
• Participate in and/or provides opportunities for professional development opportunities.
• Contributes to continuous improvement of individual, program and organizational performance. 

Communication and Cultural Competency

• Communicate the roles of governmental public health and public health stakeholders as well as information to influence behavior and improve public health.
• Gather input from and facilitate communication among individuals, groups, organizations and local government to improve community health. 

Financial Planning and Management 

• Establishes teams for the purpose of achieving program and organizational goals.
• Motivates personnel for the purpose of achieving program and organization goals. 

Training Requirements:

• N/A

Physical Requirements:  

• Normal to light office work which includes the ability to lift up to 10 lbs.
• Regularly required to walk, stand, and sit for extended periods of time and use hands to operate computer keyboard, phone, and various office equipment.

Cognitive Requirements: 

• Reading, writing, calculating
• Above average social interaction skills
• Reasoning/Analysis
• Ability to work effectively both independently and as a team
• Works with minimal to no supervision

Language Requirements:  

• Must possess the ability to read, write, and speak the English language fluently.
• Must be able to continually and effectively employ professional verbal and written communications skills. 

Certificates, Licenses & Registrations:

• All applicants will comply with 45 CFR 1301, Subpart D, Section 1301.31, C and D, which require all prospective employees to sign a declaration prior to employment regarding all arrests and convictions of child abuse or violent felonies and to comply with PL 101-630 and PL 101-637 regarding criminal records check.

Please note the position description duties, responsibilities, and activities may change at any time with or without notice.