Katzen Eye Group is seeking a skilled Optical Administrative Assistant for our Lutherville, MD. offices. Some travel to our other Metro Baltimore locations will be required. No nights, 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.

This is your opportunity to join one of the areas most recognized leaders in ophthalmology and optometry. Katzen Eye Group was established in 1968 in Baltimore. Since that time, it has grown to be one of the largest and most trusted eye practices in Maryland. Our staff consists of ophthalmologists, optometrists, opticians and skilled medical professionals offering services ranging from basic eye exams to the most sophisticated testing and complicated surgical treatment of eye diseases.

We are 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.

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.

Responsibilities:

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

Qualifications:

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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Katzen Eye Group

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Optical Administrative Assistant