Job Description

Front Office Coordinator- Part Time

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.

Essential functions/major 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.

Secondary functions:

• 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.

Job scope: Performs duties independently with minimal supervision, operating from specific and definite directions and instructions, but noting that work is checked or verified on a regular basis. Decisions are made within general University policy constraints but occasionally require independent decision making. Errors could affect the smooth and efficient operation of the office and the safety of patient care. Adherence of policy and compliance requirements are critical.

Supervisor responsibility: Job has no supervisory responsibility.

Qualifications

Education and/or experience:

• 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.

Required knowledge, skills, abilities & behaviors:

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

Working conditions: Clinic office environment.

Physical activities: Stooping, Kneeling, Crouching, Reaching, Standing, Walking, Pushing, Pulling, Lifting, Fingering, Grasping, Talking, Hearing, Repetitive Motion.

Physical requirements: Medium Work, Visual Acuity.

Application process: To apply, please upload your resume and cover letter along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment. Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed. Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset

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