Munster Eye Care Associates, P.C

Munster Eye Care Associates, P.C

Munster Eye Care Associates, P.C.

Comprehensive Ophthalmology/Optometry and Optical Dispensary

759 45th Street, Suite 101 • Munster, IN 46321

219.922.6226 • F 219.922.8784

munstereyecare.com

Optical Assistant

Department: Optical

Reports To: Optical Manager

Job Summary: Assist Certified Opticians with ordering and receiving contact lenses, frames, miscellaneous inventory and following up with patient orders.

Education and Experience:

  • High School Diploma
  • Medical Computer Background
  • Previous Optical/Medical Office Experience
  • Achieve the maximum level of knowledge on industry products and skills by continuing education courses
  • Provide the highest level of quality optical care
  • Participation in Professional Organizations

Essential Skills and Abilities:

  • Provide excellent customer service
  • Speak with professionalism, compassion, and confidence
  • Ability to establish a relationship with patients
  • Strong mathematical skills
  • Effective communication with physicians, practice manager, optical manager, employees, business contacts and the public through grammar, telephone and writing.

Personal Skills:

  • Highly motivated
  • Organized with attention to detail
  • Handle multiple tasks
  • Work under minimal supervision
  • Trustworthy
  • Team player
  • Dedicated
  • Accountable
  • Appearance must be neat and professional

Responsibilities:

Eyeglass Orders

Daily

  • Review Need to Order Frame Report – Order frames daily for patient orders(Refer to Optical Inventory Protocols)
  • Receive frames for stock and patient orders. (Refer to Optical Inventory Protocols)
  • Check and verify patient orders that are received from the lab (Refer to the Receiving Glasses Checklist)
  • Notify patients when their frames arrive for viewing or when their orders have arrived from the lab
  • Send out DBL shipment daily at 2pm and 10am on half days
  • Reconcile Lab Invoice Report –Balance lab Invoices at the end of the day
  • Review Dispensed Report – Verify order was dispensed and posted correctly

Weekly

  • Review the Patient Order Non Dispensed Report to verify orders are arriving in a timely manner
  • Review the Outstanding Frame Report to verify the status of frame orders

Contact Lens Orders

Daily

  • Review the Contact Lens Report – Order contact lenses for patient orders (Refer to the Contact Lens Protocol)
  • Order Contact Lenses
  1. Order Revenue
  2. Verify the contacts posted to the ledger match the order screen
  3. Verify payment has been received before ordering
  4. Order Trials
  • Receive Contact Lenses
  1. Receiving Revenue
  • Notify patients if their order is ready
  • Schedule contact lens check appointment if ordered by the doctor
  1. Receiving Trials
  • Call patient to schedule a contact lens check appointment.
  • Review Appointment Schedule
  1. Pull trials needed for contact lens check appointments scheduled
  2. Place trials by appropriate technician station
  3. Notify opticians of any glasses check appointments scheduled
  4. Notify opticians of any contact lens training and education appointments scheduled

Weekly

  • Review the Contact Lens Non Dispensed Weekly to verify orders are arriving in a timely manner

(Follow the contact lens protocol)

  1. Return defective contact lenses weekly as needed.

Monthly

  • Restock contact lens trial inventory
  • Reorder contact lens rebates
  • Restock contact lens starter kit solutions and resale solutions

Shipping Orders

  • Shipments from Optical(see Shipping Protocol via UPS)
  • Defective Exchanges
  • Return for Credits
  • Shipping to patients

1 800 Contacts

  • Receives and verifies patient prescriptions to be filled with 1800Contacts

Miscellaneous Tasks/Expectations

  • Answer optical incoming calls
  • Check messages throughout the day on all optical phones
  • Assist the opticians with preparing dispensed orders, greeting patients, and directing patient flow
  • Prepare and mail promotional postcards every two weeks
  • Receive miscellaneous inventory
  • Reschedule frame and contact lens reps every 3 months
  • Update Frames Data Information – electronic download monthly (Refer to Frames Data Electronic Download)
  • Prepare and mail out Thank You Cards (refer to Thank you card query)
  • Keep optical furniture, workstations, displays, frames, and mirrors organized and free from dirt, dust, and fingerprints.This includes cleaning them after lunch and before we leave for the day
  • Sweep the floor and wash the sink and counters in Optical Dispensary Office at the end of the day
  • Check Exam Lanes and sweep rooms during lunch hours if needed during winter months

Resources Available:

  • Compulink Computer System Training (see Webex Training Sheet)
  • Ophthalmology Made Ridiculously Simple #30
  • Introducing Ophthalmology: The Office Staff Primer #29
  • Ocular Anatomy and Physiology #23
  • Frames and Lenses #22
  • Optics, Refractions and Contact Lenses #10
  • Ophthalmic Medical Assisting Study Course – ABO Study Guide
  • Exam preparation for Spectacle Dispensers

03/23/2015 le/as docs drive/optical department/optical Job Descriptions/Optical Assistant

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