Optometry Office Assistant

Optometry Office Assistant Department:

Optometry Reports to:

Director of Optometry FLSA Status:

Non-Exempt Type of Position:

Full-Time Revised Date:

07/19/2022 MISSION & VISION

STATEMENT

The Kewa Pueblo Health Corporation (KPHC) is established for the purposes of carrying out the vision and mission of the Santo Domingo Health Center (SDHC).

The MISSION of KPHC is:

"

ENSURING HEALTH & WELLNESS THROUGH EXCELLENCE IN HEALTHCARE WITH RESPECT FOR CULTURE

" and the

VISION OF KPHC

is: "

HEALTHY PEOPLE, HEALTHY

COMMUNITY, and

HEALTHY LIFESTYLE

".

POSITION PURPOSE

The highly visible, customer service focused position provides direct customer support to the Kewa Pueblo Health Center personnel and clientele. The responsibilities of this position include customer service focused duties such as attend to all customers or visitors, answer all incoming calls and awareness of department personnel whereabouts. Performs clerical and secretarial duties as required.

PERFOMANCE EXPECTATIONS

In performance of their respective tasks and duties all employees of the Kewa Pueblo Health Center are expected to conform to the following: Uphold all principles of confidentiality and patient care to the fullest extent. Adhere to all professional and ethical behavior standards of the healthcare industry. Interact in an honest, trustworthy and dependable manner with patients, employees and vendors. Possess cultural awareness and sensitivity. Maintain a current insurable driver's license. Comply with all Kewa Pueblo Health Corporation and Santo Domingo Health Center policies and procedures, as well

ESSENTIAL DUTIES, FUNCTIONS & RESPONSIBILITIES

Receives and directs telephone calls or visitors. Ascertains the nature of the call or visit and provides complete and clear information that addresses most routine or procedural issues. Based on general knowledge of the organization, refers telephone callers and visitors to appropriate staff or office. Personally answers routine, non-technical requests for information. Provides follow-up on requests for information. Transfers calls by using intercom and phone system. It is expected that all calls are transferred promptly and efficiently. Greets and handles walk-in clients and vendors. Turns away solicitors in a clear, but friendly way. It is expected visitors and clients are welcomed in a friendly, efficient, timely manner. Returns calls from voice messages promptly. Receives patients and visitors with consideration and asks for help when needed. Schedules appointments for the optometry clinic accurately. Assists with insurance and coverage verification. Verifies patient confirmation by EHR for upcoming business day. Uses word processing software to create, copy, edit, store, retrieve and print forms, memos, and letters; using existing database or spreadsheet software to create, enter, revise, sort or calculate and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations. Prepares a wide variety of recurring correspondence, internal reports, and other documents from information obtained from office staff, files and other sources and reviews and finalizes documents prepared by others. Screens incoming mail to identify what needs to be brought to the attention of the supervisor, referred to the appropriate staff, or rerouted to other organizations/offices. Reviews outgoing correspondence for procedural and grammatical accuracy and conformance with administrative requirements. Establishes, updates and maintains office records of various types that may be needed or will assist in the efficient operation of the office. Maintains, purges, and disposes of office records/files in according with established regulations and procedures. Assists staff with clerical and procedural requirements and instructions. Requisitions office supplies, printing support and related materials. Performs clerical and basic office administrative tasks. May be asked to provide some administrative duties for the Director of Optometry Maintains professional appearance of front office. Makes appointments for patients being referred out for specialty care. Requests records for patients that have been seen at outside facilities. Assists technicians with sending referrals and records to referral appointments. Updates demographics in PM software. Assists in ordering supplies Assists in collecting invoices and making PRs for payment. Monitors stock of office supplies and orders accordingly Assists technicians when staffing requires Taking payments from patients accurately. Opening and closing batches in Optical Management system. Assisting technicians in sorting contact lenses. Assisting technicians with inventory. Assist with quality projects Performs all other assigned duties.

MINIMUM MANDATORY QUALIFICATIONS

Education:

High School Diploma or GED equivalent.

Experience:

One (1) year of work experience in a medical office environment providing customer service.

Mandatory Knowledge, Skills, Abilities and Other Qualifications:

Excellent verbal communication, proficient with a computer, competent experience with answering phones, and general clerical skills. A good general knowledge of the organization, office, key personnel and availability of publications, forms and general information. The ability to understand, use and maintain directories, personnel list and other guides and references. A clear speaking voice is required to reply to customer inquiries; tact, courtesy and good judgment is required in all contacts. Possess patient and a friend customer service attitude to represent the hospital to all who come to the facility. Knowledge of the Santo Domingo Pueblo culture and traditions. Possess effective communication skills and problem solving skills to inform or explain various situations to customers. Knowledge of various office automation software programs, tools, and techniques to support office operations and produce a variety of documents, such as letters, reports, spreadsheets, databases and graphs. Knowledge of correct spelling, grammar, punctuation, capitalization, and commonly used specialized medical terminology to prepare material correctly. Knowledge of a body of rules, procedures or operations applicable to clerical assignments, such as preparing various routine reports, maintaining files/records, and reviewing and processing mail, arranging travel, time and attendance, etc. A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. Ability to perform other duties as assigned. Incumbent may be required to work day, evening or holiday shifts.

PREFERRED QUALIFICATIONS

Three (3) years of work experience performing front office functions. Bilingual skills in English and the Keres native language. Previous medical reception or administrative work. Prior experience working with Indian Health Services (IHS), a Tribe or Tribal Organization.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate. This position may be exposed to certain health risks that are inherent when working within a health center facility.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee may be required to frequently stand, walk, sit, bend, twist, talk and hear. There may be prolonged periods of sitting, keyboarding, and reading. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with patients, vendors and staff.

MENTAL DEMANDS

There are a number of deadlines associated with this position. The employee must also multi-task and interact with a wider variety of people on various and, at times, complicated issues.

OTHER:

All employees must uphold all principles of confidentiality and patient care to the fullest extent. This position has access to sensitive information and a breach of these principles will be grounds for immediate termination.

Disclaimer:

The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed. Applicants will be considered on the basis of whether they meet the minimum mandatory qualifications identified on the position description for the position applied for, including requisite experience, relevant education and possession of required licenses and certifications. Among applicants who meet all minimum mandatory qualification for a position, preference will, to the maximum extent feasible, be granted to qualified Native American applicants.