Job Description
Medical Assistant for Specialty Clinics (9253C) Optometry, 71220 About Berkeley At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles , our Principles of Community , and our Strategic Plan .
At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu .
Departmental Overview At the Wertheim School of Optometry & Vision Science, as part of a world-renowned university that embraces excellence and access, we foster an environment of trust and mutual respect, free expression and inquiry, and personal resilience and achievement. We demonstrate sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. These principles serve us daily in our reasoning and actions and aid us in our decision making.
We educate an estimated 320 students annually. Our O.D. program is a 4 year program with clinical training provided at 2 campus clinics, numerous satellite clinics (community care), VA clinics, and external clinics across the country. Our one-year post-graduate residency programs provide advanced clinical education in specialty areas of optometry with placement on and off campus and our Vision Science program averages 40 PhD students.
The Optometry Clinic provides comprehensive optical care services to the entire Campus population and the general Bay Area community, with approximately 80,000 annual visits to Optometry Clinics at Minor Hall and the Tang Center. The Optometry Clinic is open 6 days per week.
Application Review Date The First Review Date for this job is: 8/8/2024
Responsibilities The Specialty Clinic Assistant acts as a medical assistant for the procedures and services provided within all specialty clinics. Incumbent performs pre-testing for consultations and post-operative appointments. The incumbent assists on surgery day, including preparation of surgical trays/supplies, sterilization of surgical instruments, review of post-surgery medications with patients, preparation of patients for surgery, and cleaning of the surgery suite and exam lanes. The incumbent will maintain surgical supplies and inventory, order and stock, and assist with service records for equipment maintenance. Incumbent communicates with patients, outside physicians and their office staff, and internal clinic staff in the scheduling of appointments. The incumbent will answer patient questions. The incumbent will assist with the workload in the office, including checking in patients, answering phones, scheduling patients, and preparing charts. The incumbent will assist Patient Services with the following duties: ordering medications, medication refill requests, insurance verification, prior authorization, and urgent care triaging.
Key Responsibilities
Patient Reception Activities:
- Answer incoming phone lines and screen, route, take messages, or respond as appropriate
- Triage patient calls to determine needs and communicate to doctors, as indicated.
- Schedule patient appointments on the computerized scheduling system according to patient, clinician, doctor, or doctor's staff's request, following all correct procedures and entering all necessary information.
- Communicate last-minute patient schedule changes to providers or records' rooms as indicated.
- Update patient demographics in the computer database and ensure that computer records are current and accurate; make corrections as needed.
- Obtain or set up charts for patients' visits.
- Obtain and enter patient insurance information as needed; complete necessary paperwork; obtain authorizations as indicated
- Provide patients with a Medical History Form and information before consultation and surgery.
- Check-in arriving patients
- Advise on parking and provide permits as needed
- Provide the patient with the necessary paperwork and forms
- Direct patient to the correct location or exam room
- Assist patients with viewing informational videos and brochures, as indicated.
- Act as a resource person for Refractive Surgery for clinicians, front desk personnel, and instructors who need information for their patients.
Patient Care Activities:
- Pre-test patients for consultation and post-operative appointments
- Review medications and post-operative care with patients at the pre-operative appointment
- Assist ophthalmologist with retinal injections, including setting up a sterile field, preparing the needed materials and the patient for injection with drops and iodine instillation, cleaning and sterilizing instruments
- Assist patients with dry eye procedures: consent forms, pre-procedure checklist/skin test, prepare the patient for the procedure, explain post-procedure instructions.
Patient Services Activities:
- Order medications and process medication refill requests
- Insurance verification and prior authorization
- Triage urgent care calls/appointments
- Scheduling appointments
- Cashiering
- Records requests, scanning
- Order and receive contact lenses
- Patient communication (all communication types including but not limited to phones, online, voicemail, email, in person)
Specific Surgery-Related Activities:
- Maintain surgery schedules at an optimal level
- Provide informed consent paperwork for the patient; obtain signature(s)
- Prepare a patient chart and paperwork before the day of surgery
- Determine method of payment and process payments or arrangements, as indicated, and maintain entries to track financials
- Fax or send operative reports to referring ODs
- Track missing post-op reports from ODs
- Communicate directly with surgeons in the absence of UC Clinic doctors
- Schedule patient post-op visits as requested by provider(s)
- Assist patient with transportation arrangements and escort to the lobby, as needed
- Calibrate the iDesign, turn on Pentacam, and prepare rooms for doctors
- Maintenance of the autoclave sterilization unit
- Prepare surgical trays, sterilize surgical instruments
- Review post-operative medications with patients, prepare patients for surgery
- Clean up surgery suite and exam lanes at the end of the surgery, sterilize and store surgical instruments
Clinic Operations Activities:
- Handle opening/setup/closing for all Specialty Clinics and exam lanes
- Provide cashiering support (collect & process payments) as needed, following all prescribed guidelines.
- Respond to patients or other related emails
- Settle credit card machines and transfer all receipts to the central register located at the Front Desk. Run computer reports of patient financials and schedule activity for Clinic Administration, as requested.
- Maintain workspace in a neat and orderly manner
- Maintain inventory of surgical and procedural supplies, orders, and stock.
- Coordinate breaks and lunch with other staff members to ensure optimal desk coverage
- Understand and adhere to HIPAA regulations
Skills Development and Training:
- Participate in any training to further knowledge of Clinic procedures/policies.
- Perform other duties as assigned. It is recognized that other assigned duties will reduce the incumbent's available time to perform primary tasks.
Required Qualifications - Incumbents must know basic computer and database entry, provide exemplary customer service, and be able to communicate properly and efficiently on the telephone. Experience in cashiering and basic medical billing knowledge are helpful. A specialized understanding of optometry or ophthalmology-related fields is desired. Incumbents must also be familiar with HIPAA regulations.
- Working knowledge of the Epic computerized patient management system or an equivalent patient-care database system.
- Knowledge of vision-care terminology and concepts, optical products, and processes
- Knowledge of medical or vision-care insurance and ability to communicate effectively with patients and other staff.
- Basic computer skills, including use of email and internet browsers, with a preferred knowledge of MS Word and Excel or Google Docs and Sheets.-- Basic computer skills, including e-mail and internet browsers, with a preferred knowledge of MS Word and Excel or comparable programs.
- Skilled in providing excellent customer service to patients.
- High professional standards are required to ensure compliance with UC and clinic policies and privacy policies such as HIPAA.
- Sufficient cashiering/bookkeeping experience to charge, post, and collect patient services & materials.
- Skilled to apply triage or problem-solving solutions.
- Experienced at working with various communication devices - telephones, walkie-talkies, an electronic messenger program, etc.
- Able to operate a computer workstation and primary business machines (e.g., credit card device); good verbal and written communication; a high degree of accuracy, particularly in computer input; able to work well as a team member; able to multitask; well organized; excellent phone skills; presentable.
- The position is sensitive due to the probable assignment of cash or merchandise inventory handling; therefore, the incumbent must pass a criminal background check as a condition of employment.
Salary & Benefits This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid hourly and eligible for full UC Benefits.
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is
Step 1 $25.04 to Step 16 $33.66. How to Apply To apply, please submit your resume and cover letter.
Other Information This position is governed by the terms and conditions in the agreement for the Patient Care Technical Unit (EX) between the University of California and the American Federation of State, County and Municipal Employees (AFSCME). The current bargaining agreement manual can be found at:
Conviction History Background This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
Mandated Reporter This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.
Equal Employment Opportunity The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.
For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.
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About University of California, Berkeley
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.
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