Admin Coord, LVRS

Position Overview

The primary role of the incumbent is to provide general administrative support and customer service to the Low Vision Rehabilitation Services (LVRS) area of The Eye Center (TEC). This includes managing LVRS schedules, processing any documentation and maintaining data, and handling all device inventory, ordering and tracking from start to finish. The incumbent should provide exemplary customer service, have strong written and verbal communication skills, and use modernization in a way that allows for the highest level of efficiency in the LVRS department.

Performance Expectations

• Analyzes situations and takes appropriate action to solve problems independently.
• Ability to manage competing priorities
• Ability to balance diverse responsibilities
• Anticipate service area needs
• Proactively streamline workflows within the service area

Essential Functions

• Schedules and records patient appointments via computer/electronic health record for LVRS patients via phone, email and in person.
• Assists the Chief of Service(s) and staff doctors in scheduling patients for examinations.
• Obtains medical reports from referring doctors for new patients.
• Mails or faxes examination results, consult summaries and patient records, as needed, to referring doctors, DHS counselors, etc. in compliance with HIPAA and state regulations regarding patient privacy.
• Counsels patients, parents and/or guardians in LVRS services under the direction of staff doctors and/or the Chief of Service.
• Provides information about grant funding programs for qualified LV patients. Obtains necessary paperwork from patients to qualify for grants, calculates financial assistance, and complete applications, ensuring data accuracy.
• Oversees and/or performs ordering of patient devices, manages inventory, tracks and manages invoices, in a timely manner
•  Assists the Chief of Service in administration/operation of the Service Area. Receives devices and prepares fee sheets for patient billing.
• Monitors changes in pricing and shipping with low vision devices, updates the price list routinely and communicates the updated changes to the Chief of Service.
• Scans documents and related exams, reports, etc. for the LVRS area.
• Collaborates with Chief of Service to modernize and expedite processes to ensure efficiency is obtained for all participants and the service area as a whole.
• Advanced proficiency in Microsoft Office skills
• Researches and obtains on-going course training and low vision device tutorials from respective sources to better educate and guide patients when new low vision devices are received.

Job Specifications

Education: High School diploma or equivalent

Experience: Two-year related experience or an equivalent of training and experience in a health care setting.

Experience in medical inventory management preferred.

Knowledge, Skills, and Abilities

• Understands all State and Federal Privacy Laws regarding personal health information and grant regulations.
• Ability to use business-level English, spelling, letter composition and business-level mathematics accurately.
•  Ability to operate computer, calculator and other office equipment and technology as specified.
•  Ability to read, comprehend and follow written and oral communications.
• Ability to organize tasks and maintain control of workflow.
• Ability to work under pressure, meet deadlines and work independently.
• Ability to interact with others with courtesy and tact using professional verbal communication skills and to establish and maintain effective working relationships with others.
• Ability to keep confidential all information encountered throughout the course of responsibilities.

Physical and Environmental Demands

Physical Demands: Prolonged sitting with occasional standing and walking. Occasional lifting up to 20 pounds.

Audible Demands:  Operation of phone system, verbal communication with patients, staff, faculty, students and other external customers.

Visual Demands:  Computer use, operation of phone system, preparation of reports, spreadsheets and other documents, reading handwriting.

Environmental Conditions:  Work is conducted in a typical indoor work environment with good lighting, noise and temperature control.

Hazards:  Minimal risk of injury or work-related illness.

Reasonable accommodations will be made for some physical demands for otherwise qualified individuals

who require and request such accommodations.

Other Responsibilities

• Employee must maintain absolute confidentiality of all medical records and health information.
• All other duties as assigned.