Front Office Associate - Optometry Practice

American Eyecare•Mt. Pleasant, IA

About The Position

The Front Office Associate plays a vital role in creating a welcoming, professional, and efficient experience for every patient at American Eyecare. As a first and last point of contact for many patients, this position delivers exceptional customer service while supporting the clinic’s daily administrative and operational needs. The role requires friendliness, dependability, attention to detail, strong communication, initiative, teamwork, and the ability to manage multiple priorities in a fast-paced healthcare environment. The position works in a professional healthcare environment with frequent interaction with patients, providers, and team members. It involves prolonged sitting or standing, frequent computer and telephone use, and routine movement throughout the clinic. Occasional lifting or moving of office supplies weighing up to 20 pounds may be required. Reasonable accommodations may be made for qualified individuals with disabilities. Occasional travel between American Eyecare clinic locations may be required. The schedule is Monday through Thursday, 7:00 a.m. to 5:00 p.m., for a four-day workweek. This position has no direct supervisory responsibilities. Duties may be modified or expanded based on organizational needs. American Eyecare, P.C. is an Equal Opportunity Employer committed to a professional, respectful, and inclusive workplace.

Requirements

High school diploma or equivalent.
At least one year of customer service, reception, or administrative experience.
Strong computer skills, including proficiency with Microsoft Office, email, and general office applications.
Excellent verbal and written communication skills.
Ability to multitask, prioritize responsibilities, and maintain accuracy in a busy environment.
Strong organizational skills, attention to detail, and commitment to confidentiality.
Reliability, professionalism, and ability to work effectively as part of a team.

Nice To Haves

Previous experience in a medical office, optometry practice, or other healthcare setting.
Familiarity with electronic health records (EHR) or practice management software.
Experience with insurance verification, patient scheduling, medical billing, or payment processing.
Associate degree or additional education in business, healthcare administration, or a related field.

Responsibilities

Welcome patients, coordinate check-in and check-out, verify demographic information, and collect payments.
Assist patients in person, by telephone, and through electronic communications in a friendly, professional, and timely manner.
Schedule, confirm, and coordinate appointments to support clinic operations and provider schedules.
Respond to patient questions, concerns, and service needs professionally, empathetically, and with a solutions-oriented approach.
Maintain an organized and welcoming reception area.
Enter, update, and maintain patient information in electronic health record and practice management systems.
Verify insurance eligibility and benefits, communicate coverage information, and explain patient financial responsibilities.
Collect copayments and outstanding balances, process payments, and assist with daily financial reconciliation.
Address routine billing questions and coordinate with the billing department when additional assistance is needed.
Maintain patient confidentiality and comply with HIPAA and practice policies.
Collaborate with optometrists, technicians, opticians, and other team members to support efficient patient flow.
Coordinate patient referrals, medical records requests, authorizations, and communications with outside healthcare providers.
Process contact lens orders, prescription refill requests, and related patient communications.
Manage incoming calls, correspondence, mail, and other administrative communications.
Assist with patient recall, appointment reminders, outreach initiatives, and activities supporting patient retention and practice growth.
Identify workflow challenges and proactively help resolve issues affecting patient service or clinic efficiency.
Participate in cross-training and support other areas of the practice as operational needs require.