Optical Administrative Assistant - Katzen Eye Group

Katzen Eye Group is searching for an energetic and patient focused, full time, Optical Administrative Assistant for our busy Lutherville, Md. office. Great work hours, no major holidays, a robust benefits package, a team oriented working environment where you are seen, heard and respected as well as clear career ladder opportunities.

Our Top Candidates will bring previous experience working in an optometry practice as a administrative assistant/patient services representative or have a retail sales customer service background that demonstrates good tenure in positions.

This is your opportunity to join one of the areas most recognized leaders in ophthalmology and optometry. We are a nationally recognized leader in EMR and technology with an excellent clinical support team and dynamic leadership.  For over five decades, Katzen Eye Group has been committed to customer service, and making every interaction extraordinary while inspiring the complete confidence of our patients. Our employees contribute directly to the growth and success of our practices, and take pride in being a member of our team. We strongly believe that the manner in which our patients and customers are treated by our employees is as important as the services provided by the doctor.

All of us at Katzen Eye Group are committed to inclusion and belonging. We believe today more than ever that creating an environment where everyone can bring their authentic selves to work and make it easy for others to do the same will benefit us all.  It isn’t speaking the words, but starts with a culture of caring, listening and service. We would thoroughly enjoy meeting with you and discussing our employment opportunities. For more information, please visit our webpage at www.katzeneye.com.

An Optical Administrative Assistant will ensure all patients are welcomed and greeted promptly. Additional responsibilities will include managing patient flow in the optical area, handling phone inquiries, organizing patient records, managing daily correspondence, and clerical supply inventory while offering administrative assistance. You will also be responsible for performing a variety of tasks as delegated by the physician and/or optical manager to assist in accurately fitting contact lenses, including the training of proper lens insertion and removal techniques, the care of different contact lens types and providing excellent service to the patient. This supportive role is crucial to the patient experience and the overall success of the optical team. 

• Act as the first point of contact by welcoming all patients and visitors to the optical area
• Determine reason for visit and direct patients accordingly
• Follow established check in procedures to best manage clinic flow
• Complete patient check out processes including collecting payment for all applicable services including materials and enter into EPM/EMR
• Call patients to notify them when eyeglasses/contact lenses are ready for pick up
• Balance cash drawer daily
• Manage office supply inventory and follow in-office procedures for re-order
• Answer telephones in a prompt and courteous manner
• Executes duties of position in a professional and courteous manner
• Handles sensitive information in a confidential manner

The position will also be responsible for:

•  Provide patient training in the insertion, removal, and care of contact lenses through hands-on practice and written instructions
• Accurately specify lens parameters for order placement from vendor
• Verify lenses upon receipt prior to patient notification for pickup
• Maintain database and inventory for contact lens orders
• Ensure all contact lens charges are collected and/or submitted to insurance and reconciled at the end of each business day
• Schedule patients for contact lens appointments
• Respond to all patient inquiries within one business day
• Assist patients with specialty contact lens fitting, billing, claims and deposits
• Reconcile and process all contact lens sales, transfers and returns
• Maintain contact lens inventory including accessory items including but not limited to solutions, cases, applicators, and/or cleaning devices as needed for clinic volume
• Maintain contact lens merchandising displays

• Minimum of a high school diploma or equivalent
• Two years’ experience working in an optical practice with contact lenses fitting and sales is highly preferred
• Must have the ability to establish confidence and trust with patients
• Physical demands require standing for long periods of time
• Commitment to providing outstanding customer service
• Must be compassionate and can establish a positive patient rapport
• Must have the ability to remain calm and professional under pressure or stress
• Highly energetic with a positive attitude
• Strong attention to detail
• Possess strong written and verbal communication skills
• Create and maintain positive interpersonal relationships
• Previous administrative experience preferred
• Basic computer literacy required
• Excellent math skills that allow for precise work related to opticianry and sales (basic algebraic equations and monetary calculations)

In Turn We Will Provide:

• Benefits to full time team members that include comprehensive medical, dental and optical coverage, 401k and short and long term disability
• Company paid life insurance
• Paid holidays and generous paid time off
• Paid parking where applicable
• Team oriented working environment where you are heard and respected
• Clear career ladder opportunities

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