Ophthalmic Admin Assistant - Per Diem - 138743

The Department of Ophthalmology is comprised of 30 faculty physicians and scientists, 10 resident physicians, and 13(include clinical and research) post-doctoral physicians and scientists and over 150 staff with 6 divisions - Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Ocularplastics, and Neuro-ophthalmology. Clinical services are provided at the Shiley Eye Center, Ratner Eye Center, UCSD Health Sciences (UCSDHS) Hillcrest ambulatory center and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego with over 110,000 visits annually. Additionally, over 5400 surgical cases are performed.

The Department of Ophthalmology is rapidly growing and looking to expand its practice at the Shiley Eye Center and in regional satellites, including possible acquisition of existing practices.

Under the supervision of the Ophthalmic Admin Supervisor, provide support to the ophthalmic tech team by performing visual fields, overseeing and coordinating the disbursement, inventory, and tracking of all pharmaceuticals, including supply and pharmaceutical inventory management, utilization tracking, and storage room oversight. Assist in monitoring and determining the need for pharmaceutical, medical, and office supplies, ordering such supplies, coordinating pick-up from the storehouse, and assisting with stocking exam rooms as required. Process and submit 390 forms for high-value requests and coordinate repair and maintenance work orders. Perform processing and receiving of shipments and initiate and return pharmacy calls. Foster exceptional customer service by receiving and returning patient phone calls promptly to support clinical care. Assist with management as needed with patients' phone calls and pharmacy calls for prescription refills, coordinating compounding medications, and handling insurance authorizations and appeals. Create visual field (VF) encounters, release and process orders for visual field testing, monitor VF schedules before patient appointments, identify patient locations once patients are checked in, and maintain responsibility for ERG scheduling. Input prescriptions by creating orders and routing them to MDs for signed approval, including creating prescription refills in Epic and faxing through the Biscom web. Perform daily monitoring and documentation of refrigerator temperatures. Maintain limited access to licensed rooms as assigned in accordance with clinic policies and procedures. All tasks and responsibilities of this position will be performed under the direct supervision and in support of the Ophthalmic Admin Supervisor.

• Three (3) years of relevant experience.

• General knowledge about ophthalmic medications, surgical and office services. Knowledge of content and structure of medical records.

• Demonstrated excellent interpersonal skills, including tact, diplomacy and flexibility in order to deal effectively with medical and ancillary staff, patients and general public.

• Ability to set priorities, maintain composure and function efficiently under high volume, multiple demand work conditions.

• Demonstrated experience and knowledge of clinic's scope of services and triage guidelines in order to complete triage forms based on the patient's needs/problems and on the clinic's available medical staff.

• Knowledge of how to accurately complete invoices and ordering forms.

• Knowledge of abbreviations of pharmaceuticals, most common dosage and proper spelling of the medications.

• Demonstrated experience in screening telephone calls and directing callers to appropriate resource or to physician or staff for further screening and disposition.

• Proven ability to maintain confidentiality and knowledge of UCSD policy and procedures regarding release of information.

• Demonstrated knowledge of computer operations with proven data entry skills.

• Demonstrated experience at maintaining an organized work area.

• Working knowledge of clinical systems - Epic Enterprise preferred.

• Demonstrated experience and knowledge of current chart order, alpha filing, terms and abbreviations commonly used to describe medical conditions. Skill with setting up and maintaining file system according to established protocol in order to organize and retrieve various forms used in daily clinic operation.

• Knowledge of the standard pre-test and pre-procedure instructions which patients may receive. Distinguishes between instructions which may be provided by the doctors or staff.

• Knowledge of specific forms and mechanism used for ordering supplies and services

• General knowledge of UCSD Medical Group clinical service and Medical Center services with respect to geographic location, telephone number and type of service

• Must be able to work various hours and locations based on business needs.

• Employment is subject to a criminal background check and pre-employment physical.