Contact Lens Coordinator

Pacific University • Forest Grove, OR

1d

About The Position

The Contact Lens & Front Office Coordinator manages the contact lens programs within Pacific University’s College of Optometry, including the student complimentary lens program, patient contact lens orders, and diagnostic lens inventory. The coordinator consults with the Contact Lens Service Chief and Associate Dean of Clinical Programs on contact lens stocking prices and works closely with students, residents, faculty, and clinical staff to support patient care and educational programs. The position also supports front-office operations at the clinic reception counter.

The role maintains contact lens knowledge, inventory, records, orders, supplier relationships, and related accounts payable. It coordinates appointments, insurance eligibility and authorizations, billing, and patient records. Front-office work includes reception, scheduling, payment processing, patient account follow-up, referral coordination, and maintaining accurate patient database information. The position also supports general clinic supply and equipment readiness, contributes to a respectful team environment, and performs other related duties as assigned. Work is performed independently with minimal supervision, with regular review and within University policies and compliance requirements.

Requirements

• High school diploma or equivalent.
• Previous experience working in a health care facility with an emphasis in medical insurance billing, or experience in an educational environment.
• Basic skill and knowledge of EHR operational systems.
• Ability to communicate appropriately with students, faculty, staff, and the public, considering the age of the individual served.
• Ability to build on basic learning and apply it in different situations.
• Critical thinking skills for problem solving and decision-making.
• Willingness to ask questions, seek assistance, and take responsibility for eliminating the source of problems.
• Ability to maintain confidentiality regarding information pertaining to students, faculty, and staff.
• Appropriate personal appearance and conduct for the position.
• Effective communication skills, including awareness of body language, listening, paraphrasing, and asking questions.
• Ability to work in a team environment.

Responsibilities

• Maintain current working knowledge of contact lenses, including product designs and parameter specifications, and share technical information with interns and contact lens residents.
• Manage contact lens and contact lens supply inventory, keeping stock neat and organized and ordering supplies as needed.
• Serve as liaison with contact lens company representatives and maintain positive relationships with current providers while establishing accounts with new companies.
• Verify vision and medical insurance, obtain prior authorizations, and bill contact lens exams and materials to insurance.
• Maintain contact lens records, orders, recording forms, and order logs.
• Schedule initial fittings, follow-up appointments, and referrals using the Electronic Health Record (EHR).
• Coordinate the complimentary contact lens program for optometry students, including directing students to available supplier offers, processing orders, and keeping records of dates, charges, and payments.
• Work with the Contact Lens Service Chief to coordinate industry studies and support the needs of the contact lens resident.
• Maintain contact lens company accounts payable records; verify orders and charges, follow up on overdue orders and credits, resolve statement discrepancies, and reconcile monthly statements.
• Conduct monthly audits of contact lens supply inventory; track orders, verify received merchandise and invoices, and ensure statements are available for payment.
• Maintain a reference manual of inventory items, vendors, costs, purchase orders, and invoices.
• Keep supply areas clean and organized; help keep equipment clean, in good repair, and ready for use; submit equipment work orders and follow up on repairs.
• Process ophthalmic supply orders from specified laboratories when requested by faculty.
• Administer the reception area, including answering telephones, scheduling, general reception, appointment confirmations, and assistance to visitors.
• Verify patient insurance eligibility, demographics, and contact information; post charges and payments; triage patient concerns; prepare and scan charts; scan referrals; and schedule patients accordingly.
• Balance accounts and maintain an orderly clinic office, providing courteous and respectful service.
• Manage the front-desk bank till, post charges and payments, apply standard courtesies and social service adjustments, and explain patients’ financial obligations.
• Apply third-party billing knowledge to determine coverage and the appropriate claims submission branch, communicate patient financial obligations, collect balances, and contact patients with delinquent accounts.
• Assist with accounts 120 days past due by verifying charges and compiling information for the collection agency.
• Maintain the patient database, including procedure and diagnosis coding, demographic details, appointments, reschedules, cancellations, no-shows, charges, payments, adjustments, and aging receivables.
• Coordinate referrals and prior authorizations with insurance companies and help patients follow referral requirements.
• Work cooperatively with clinic leadership, office staff, opticians, instructors, service chiefs, and attending doctors to support intern education and quality patient care.
• Contribute to a supportive, respectful team environment and maintain the professional appearance and atmosphere of the clinic while adhering to the University Code of Conduct.
• Relay office supply needs to the appropriate staff responsible for ordering.
• Maintain adequate office, medical, and ophthalmic supplies and equipment for clinic operations, including supplies in examination rooms and cabinets.
• Assist with common office procedures, including daily mail, billing, bank deposits, and reconciliation of laboratory statements.
• Report equipment or facility issues and perform other related or position-implied duties as assigned.
• Explore ways to increase revenues, improve operations, enhance customer service, and promote the College of Optometry Clinical Program.

Benefits

• Generous paid time off, including vacation, holidays, 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 their 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