Ophthalmic Assistant – Glendale Eye Institute Clinic – Full Time 8 Hour Days (Non-Exempt) (Non-Union) – (Los Angeles, California, United States)

The Ophthalmic Assistant provides technical ophthalmic and administrative assistance for the Ophthalmology multi-specialty group practice. Obtains medical histories from patients with standard and rare medical disorders. Patient-care duties include recording patient ocular history, obtaining visual acuity, autorefractometry, lensometry, tonometry, pupillary defect evaluation, confrontational field testing, administration of eyedrops for pupil dilation with topical anesthesia, diagnostic testing, scribing and assisting with minor procedures. Assists with administrative duties including patient follow up calls, prescription refills, clinic preparation, file preparation, appointment scheduling, submission of billing, insurance verification, sending dictations and insurance verification. Daily interactions with supervisor and doctors, as well as periodic meetings with ambulatory services manager. Incumbents are expected to work with minimal supervision; periodic and regular progress checks are performed to evaluate and adjust workload accordingly.

Essential Duties:

  • General Clinical & Diagnostic Duties Accurately document, record, and update patient’s ocular and medical history, and all other medical information as requested by provider, in electronic and/or paper medical record. Perform all necessary tests for providers to adequately diagnose patients including recording patient’s ocular history, obtaining visual acuity, autorefractometry, refractometry under provider supervision, lensometry, tonometry, visual fields, ocular motility testing, optical coherence tomography, and any other diagnostic testing as requested by the provider. Administration of eyedrops for pupil dilation and topical anesthesia, under provider supervision. Provide assistance to physicians during minor surgical procedures (intravitreal injections and laser treatments) by setting up instruments and medications, responding to physician needs during procedure and prepare instruments after procedure for reprocessing. Process patient requests for medication refills including contacting pharmacies to order prescription refills. Determine the need for physician review of prescription refills. Be willing to be trained and use newer technologies such as microperimetry or experimental equipment that poses minimal risk to patients (training will be provided). Assist and educate patients on how to take their medications. Handle daily schedule to assure that patients are seen at proper intervals. Maintain equipment and supplies for patient examination rooms. This includes dating topical medications and removing expired materials. Properly clean/disinfect instruments and equipment routinely. Prepare the necessary supplies for diagnostic testing, exams, and procedures. Provide basic maintenance of all clinic equipment. Ensure instruments and devices are clean, fully functional, and sterilized if necessary. Ensure rooms are stocked daily with medications and ophthalmic supplies, place orders as necessary and appropriate. Consult with physician concerning test results and alert physician to positive test results or test abnormalities. Report patient concerns, symptoms, reactions, and changes to licensed clinic personnel. Serve as liaison between the medical staff and patients to answer questions, coordinate patient care, and/or provide patient education. Monitor and track work requests. Perform all tasks in a safe manner in compliance with organizational safety policies and according to applicable regulations; maintain a neat workstation and environment. Provide excellent customer service. Maintain confidentiality of all records and information related to patients, physicians, employees, the University and in related interests. Obtain, document and update in appropriate system(s) all necessary patient information. Provide technical services where needed, including but not limited to Roski Eye Los Angeles, Arcadia, and Pasadena clinic locations.
  • Scribe Duties: Listen to the conversation between the patient and the provider and enter medical data quickly and accurately, while the patient is being examined. Complete progress notes as recited; check areas examined with the corresponding findings. Assure correct spelling and grammar of everything entered into the record. Proof all examination notes before completion; ensure correct grammar in all sentences and paragraphs. Be sure that the provider completes the patient’s progress notes. Add medications and referring provider names, address, and contact information to the electronic database, if they are not already present; verify the correct spelling of all data entered; add the names and contact information of providers other than the referring doctor that the patient wants to be copied in communications. Ensure completeness and accuracy of the Problem List for each patient. Assist Faculty in resolving issues within the EMR system (open charts, unsigned orders, etc.). Enter referring and other treating doctor contact information. Enter dates and types of previous eye surgeries. Enter known diagnoses from supplied medical records or USC legacy systems. Enter social history, family history, systemic medical history, medications, and allergies of upcoming new patients, if supplied before the visit. Escort patients out of the room and assure that their needs for laboratory tests, surgery, follow up visits, and requests for medical records are communicated quickly and accurately to appropriate staff. Room and re-room patients, checking to be sure that the light-board indicates the appropriate order for the next patient’s exam. Know your provider’s schedule. Communicate delays in clinic to roomed patients, so they know they’re not forgotten. Verbally acknowledge the importance of their time. Inform the provider and strive to help the doctor catch-up. Communicate with the reception area when there is an unusual delay, so they can also advise patients as they check-in, as well as those that may be asking about the delay.
  • General Administrative Duties Triage patient issues to achieve timely resolution. Respond to requests by doctors and staff during clinic. Follow up calls to patients, checking on status after procedures, appointment verifications or reschedules. Assist with file preparation, inputting appropriate forms in charts, insurance verifications and approvals. Maintain clinic/patient flow, balancing diagnostic testing requirements, patient appointment times, and non-appointment activities. Coordinate service requests with appropriate vendors and USC IT teams. Assist ambulatory services manager with design and implementation of educational programs, which support professional growth and staff development. Assist with pharmaceutical inventory and logs; identify variances. Always maintain and protect patient confidentiality. Support and participate in department huddles and team meetings. Demonstrate KNOWN service standards.
  • Perform other duties or projects, as assigned, or requested.

Required Qualifications:

  • Req High school or equivalent
  • Req 6 – 12 months Experience serving as an ophthalmic technician in a high-volume setting.
  • Req Knowledge of ophthalmic medical terminology, anatomy, and physiology of the visual systems helpful.
  • Req Skill in acquiring accurate medical history, measuring, and recording visual acuity, and tonometry.
  • Req Ability to work with Microsoft Word & Excel software.
  • Req Excellent interpersonal skills.
  • Req Ability to work independently with minimal supervision.
  • Req Ability to prioritize activities with varying time sensitivities.
  • Req Ability to analyze clinical and administrative information and determine appropriate course(s) of action to resolve conflicts and discrepancies.
  • Req Pleasant, caring, and compassionate personality.
  • Req Ability to interact effectively with patients, staff, and physicians.
  • Req Knowledge of the operations and maintenance of patient-related testing equipment.
  • Req Responsible and detailed-oriented.
  • Req Ability to learn state of the art diagnostic equipment.
  • Req Ability to organize and prioritize duties to maximize clinic efficiency.
  • Req Ability to work as a team member in an ophthalmic setting.
  • Req Knowledge of various ophthalmic clinical protocols.
  • Req Demonstrate professional and effective work skills to handle all responsibilities within a fast-paced, high-pressure setting.
  • Req Strong organizational and follow-up skills.
  • Req Flexibility and adaptability given the dynamic nature of medicine and departmental needs.
  • Req The ability to interact calmly and effectively with patients with difficult personalities.

Preferred Qualifications:

  • Pref Experience working in a university-based medical facility/academic teaching environment.

Required Licenses/Certifications:

  • Req Basic Life Support (BLS) Healthcare Provider from American Heart Association.
  • Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire, and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $22.00 – $34.18. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

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