Ophthalmology Office Assistant

Ophthalmology Office Assistant – Job Duties

Patient Reception & Customer Service

• Greet patients and visitors in a professional, friendly manner.
• Register new patients and update demographic and insurance information.
• Verify insurance eligibility and obtain required referrals or authorizations.
• Answer and direct incoming phone calls.
• Schedule, reschedule, and confirm appointments.
• Check patients in and out of the practice.
• Collect co-pays, deductibles, and outstanding balances.
• Maintain patient confidentiality in compliance with HIPAA regulations.

Administrative Duties

• Scan and upload medical records into the electronic health record (EHR).
• Process incoming faxes, referrals, and medical records requests.
• Prepare patient charts prior to appointments.
• Assist with prior authorizations and referrals.
• Handle incoming and outgoing mail.
• Maintain office supplies and notify management when inventory is low.

Clinical Support (as permitted by training)

• Escort patients to examination rooms.
• Obtain and document medical history.
• Measure visual acuity.
• Perform basic ophthalmic testing, such as:
  • Autorefraction
  • Lensometry
  • Tonometry (if trained)
  • OCT
  • Visual fields
  • Fundus photography
• Instill dilating or anesthetic eye drops under physician supervision and in accordance with state regulations and office policy.
• Clean and disinfect examination rooms and ophthalmic equipment.
• Prepare examination rooms between patients.

Surgical & Procedure Coordination

• Schedule office procedures and surgeries.
• Provide patients with preoperative and postoperative instructions.
• Coordinate surgery paperwork with ambulatory surgery centers and hospitals.
• Obtain surgical authorizations from insurance companies.
• Assist with obtaining informed consent forms.

Electronic Health Record (EHR)

• Enter patient information accurately into the EHR.
• Document physician instructions and patient communications.
• Send electronic prescriptions or refill requests to the physician for approval (if permitted).

General Office Responsibilities

• Maintain a clean and organized reception and clinical area.
• Ensure compliance with OSHA, infection control, and HIPAA requirements.
• Work collaboratively with physicians, technicians, and other staff members.
• Assist with special projects and other duties as assigned.

Qualifications

• High school diploma or equivalent.
• Previous medical office experience preferred; ophthalmology experience is a plus.
• Strong communication and customer service skills.
• Basic computer proficiency and experience with electronic medical records (e.g., ModMed, Epic, NextGen).
• Ability to multitask in a fast-paced environment.
• Professional appearance and positive attitude.
• Bilingual (English/Spanish) is a plus.

Preferred Skills

• Knowledge of ophthalmic terminology.
• Familiarity with common eye diseases and treatments.
• Experience with insurance verification and prior authorizations.
• Experience performing basic ophthalmic diagnostic testing.
• Excellent attention to detail and organizational skills.