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

Certified Optician A.B.O.C/Certified Contact Lens Specialist N.C.L.E.

Department: Optical Dispensary

Reports To: Optical Manager

Job Summary:Assist ophthalmologist in filling patient’s eyeglass prescriptions. Train and educate patients on insertion and removal of contact lenses. Exhibits the ability to customize a patient’s prescription by educating the patient on available options that will enhance their visual needs optically and cosmetically.

Education and Experience:

  • High School Diploma
  • Certification by the American Board Of Optometry
  • 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.
  • Equipment Training (Optical Skills Assessment Sheet must be completed)
  1. Pupilometer
  2. Lensometer - Manual
  3. Frame Warmer
  4. Ultrasonic Cleaner
  5. Lens Analyzer – UV detector
  • Sales: Ability to demonstrate and educate patients on options available to meet their vision/cosmetic needs and enhance practice revenue

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:

Patient Orders

  • Utilize scanned authorization form to maximize patient’s benefits and Practice Sales
  • Utilize the Vision Lifestyle Questionnaire tab to customize every patient’s visual/cosmetic needs based on their prescription
  • Educate patients on current lens products that are available to enhance their cosmetic and visual needs.
  • Provide frame selection and fitting according to the American Board of Opticianry
  • Understand lens measuring/fitting according to the American Board of Opticianry( Progressive Types and Uses Guide)
  1. Optical Center Height
  2. Pupilary Distance
  3. Segment Height
  4. Vertex Distance
  5. Base Curve
  • Explanation of Optical Policies(see Optical Policies)
  1. Available discounts as it applies to each patient
  2. Proper lens use instructions (ie: 1st time progressive wearers)
  3. Care and cleaning of new eyewear
  4. Warranty Information on frame and lenses
  1. Utilize Duty to Warn when necessary
  1. Contractual benefits for VSP, Eyemed, CHS, Mittal, DME, Vision under Medical, Medicaid
  2. Waivers:
  1. Medicaid
  2. DME-Medicare ABN
  3. Commercial-Patient Financial Liability Waiver

Order Entry

  • Spectacle Rx Entry
  1. Select pt’s vision insurance from the plan table
  2. Verify insurance calculated correctly
  • Post Order to the patient’s ledger
  1. Verify responsible balance is correct
  2. Submit insurance claim via interface for VSP patients
  3. Submit insurance claim online for Eyemed patients
  • Submit order electronically via Vision Web
  • Frame preparation for delivery to lab

Receiving Orders (see Receiving Glasses Checklist)

Troubleshooting (see Optical Trouble Shooting Check List)

  • Resolve frame and lens issues
  • Complete Glasses Check Optical Layout (EHR) if necessary

Dispensing Orders

  • Fitting, adjusting and repairing eyeglasses to obtain optimal comfort and vision.
  • Scan Documents/Waivers
  1. Commercial Patient Liability Financial Waiver (EHR Signed Document)
  2. DME Packet (EHR Scanned Document)
  3. Outside Rx (EHR Scanned Document)
  4. Medicaid Financial Waiver (EHR Scanned Document)
  5. Duty To Warn (EHR Signed Document)

Shipping Orders

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

Reports

Daily

  • Lab Invoice Report
  • Dispensed Report
  • Print and sign Thank you cards and send out (refer to Thank you card query)

Weekly

  • Non Dispensed Report
  • Outstanding Frame Report
  • Need to Order Frame Report
  • Replenish Frame Stock – Order Inventory Online (refer to Frame Board Inventory Sheet)

Quarterly

  • Perform Frame Inventory Audit
  • Perform Miscellaneous Inventory Audit (cases, cleaners, cloths, accessories, solar shields)

Miscellaneous Tasks/Expectations

  • Stock Frame boards daily
  • Answer patient calls coming into the Optical Department
  • Keep optical furniture, workstations, displays, frames, and mirrors organized and free from dirt, dust, and fingerprints.
  • Change displays - decorate for holidays, rotate frames to keep boards refreshed and looking clean and creative
  • Collect Lions Club Glasses
  • Order optical brochures (UV, AR, Transition, Polaroid) from lab when needed
  • Update Frames Data Information – download monthly (refer to Frames Data Base Electronic CD Protocol)

Contact Lenses

Daily - Order Contact Lenses

(Follow the contact lens protocol located in: docs dr./optical dept./Contacts/Contact lens policy and protocol/policy and protocol).

  • Order Revenue
  1. Verify the contacts posted to the ledger match the order screen.
  2. Verify payment has been received before ordering.
  • Order Trials

Receive Contact Lenses

(Follow the contact lens protocol)

  • Receive Revenue
  1. Notify patients that their order is ready for pick up.
  • Receive Trials
  1. Call patient to schedule a contact lens check appointment.

Weekly - Run a Non-Dispensed Report for Contact Lenses

(Follow the contact lens protocol)

  • Verify the status of patient orders.

Monthly - Reconcile Alliance Statement

  • Verify Charges are correct
  1. Confirm Exchanges and Credits have been applied

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

03/20/15 le docs drive/optical department/optical Job Descriptions/Certified Optician-Certified Contact Lens Specialist