Contact Lens Coordinator

PACIFIC UNIVERSITY • Forest Grove, OR

3d • $45,000 - $46,675 • Onsite

About The Position

The Contact Lens & Front Office Coordinator manages contact lens programs within Pacific University’s College of Optometry, including the student complimentary lens program, patient contact lens orders, diagnostic lens stock, and coordination of contact lens inventory and supplies. The position consults with the Contact Lens Service Chief and Associate Dean of Clinical Programs on contact lens stocking prices and supports front office operations at the Forest Grove EyeClinic. It reports directly to the Forest Grove Office Manager and works closely with the Contact Lens Service Chief and Associate Dean of Clinical Programs.

The role maintains current knowledge of contact lens products and specifications; coordinates inventory, suppliers, orders, billing, records, and accounts payable; schedules appointments; and communicates with students, residents, doctors, patients, vendors, and insurance companies. Front office work includes reception, scheduling, patient record and payment processing, insurance verification, referral and prior-authorization coordination, accounts receivable, and maintaining an orderly clinic environment. The coordinator also assists with clinic supplies, equipment, mail, billing, deposits, and related office procedures. Duties are performed independently with minimal supervision, subject to regular review and University policies and compliance requirements.

Requirements

• High school diploma or equivalent.
• Previous experience working in a health care facility, with an emphasis on medical insurance billing, or experience in an educational environment.
• Basic skill and knowledge of Electronic Health Record (EHR) operational systems.
• Ability to communicate appropriately with students, faculty, staff, and the public.
• Ability to apply learning across situations, use critical thinking in problem-solving and decision-making, ask questions, seek assistance, and take responsibility for addressing problems.
• Ability to maintain confidentiality regarding information pertaining to students, faculty, and staff.
• Effective communication skills, including attentive listening, paraphrasing, appropriate questions, and awareness of body language.
• Ability to work in a team environment and maintain appropriate appearance and conduct.

Responsibilities

• Manage the College of Optometry’s contact lens programs, including the student complimentary contact lens program, patient orders, and diagnostic lens stock.
• Maintain current working knowledge of contact lenses, including product designs and parameter specifications, and share new technical information with interns and contact lens residents.
• Manage contact lens and supply inventory; keep stock and supply areas organized; conduct monthly audits; place and track orders; and verify received merchandise and invoices.
• Serve as a liaison with contact lens company representatives, maintain relationships with current providers, and establish accounts with new companies.
• Verify vision and medical insurance, obtain prior authorizations, and bill contact lens examinations and materials to insurance.
• Maintain contact lens records, order forms, and logs; schedule initial fittings, follow-ups, and referrals using the Electronic Health Record.
• Coordinate student complimentary lens orders and maintain accurate records of dates, charges, and payments; direct students to the EyeClinic for information about supplier offers.
• Work with the Contact Lens Service Chief to coordinate industry studies and support contact lens residents.
• Maintain accounts payable records for contact lens companies, verify order receipt and charges, follow up on overdue orders and credits, resolve statement discrepancies, and reconcile monthly statements.
• Maintain reference information for inventory items and vendors, including costs, purchase orders, and invoices; ensure statements are available for payment.
• Keep equipment clean and ready for use, submit and follow up on repair work orders, and process ophthalmic supply orders requested by faculty.
• Administer the reception area by answering phones, scheduling appointments, confirming appointments, welcoming visitors, and maintaining a neat and organized clinic office.
• Verify patient insurance eligibility, demographics, and contact information; post charges and payments; triage patient concerns; prepare and scan charts and referrals; and balance accounts.
• Manage the front-desk bank till, standard courtesies, and social service adjustments; explain financial obligations, collect balances, and contact patients about delinquent accounts.
• Apply third-party billing expertise to determine coverage and claims submission routes, communicate patient financial obligations, and help maintain accounts receivable at an acceptable level.
• Assist with accounts 120 days past due by checking charge accuracy and compiling information for the collection agency.
• Maintain the patient database, including procedure and diagnosis coding, demographic data, appointments, reschedules, cancellations, no-shows, charges, payments, adjustments, and receivables aging.
• Coordinate referrals and insurance prior authorizations, communicate with insurers, and help patients follow referral requirements.
• Work cooperatively with clinic and academic colleagues to coordinate intern educational experiences and provide quality patient care, while contributing to a supportive, respectful team environment.
• Maintain office forms, equipment, general and medical supplies; process daily mail, billing, bank deposits, and lab statement reconciliation; and report equipment or facility issues.
• Perform other related duties and seek ways to improve clinic operations, customer service, and revenue while adhering to University policies and the Code of Conduct.

Benefits

• Generous paid time off for vacation, holidays (including winter break), and sick leave.
• Medical coverage with alternative care options; in-network services are covered at 100% after payroll deduction.
• Comprehensive dental and vision plans.
• Generous retirement contribution after one year of service, with no match required.
• Free mental health appointments.
• Tuition remission for eligible employees and dependent children.
• Free access to the on-campus sports facility and library.
• Discounts on campus food, bookstore purchases, and clinic services.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED