Medical Office Administrator

Ophthalmology Scheduler & Insurance Coordinator

Chicago Retina is seeking an experienced, organized, and patient-focused Ophthalmology Scheduler and Insurance Coordinator.

This is primarily a scheduling, insurance, and patient-coordination position. Approximately 95% of the role involves scheduling, insurance verification, telephone support, and practice-management responsibilities. Approximately 5% involves assisting with basic clinical intake and ophthalmic diagnostic testing when needed.

Applicants must have a working understanding of ophthalmology, health insurance, and medical practice-management software.

Primary Responsibilities

• Answer incoming calls from patients, physician offices, insurance companies, pharmacies, and vendors
• Schedule and confirm office visits, diagnostic testing, procedures, injections, and retina surgeries
• Verify insurance eligibility, benefits, referrals, and authorization requirements
• Identify potential coverage or authorization problems before the patient’s appointment
• Accurately enter and update patient demographics, insurance information, referring-provider information, and appointment details
• Understand the difference between medical and routine vision coverage
• Communicate patient financial responsibilities and insurance requirements clearly and professionally
• Obtain referrals, medical records, prior examination notes, and other information required for the visit
• Coordinate surgical scheduling and communicate preoperative instructions
• Make appointment-reminder and follow-up calls
• Document all patient and insurance communications in the practice-management system
• Maintain accurate work queues, scheduling notes, and follow-up tasks
• Help patients transition smoothly from scheduling through their clinical visit
• Protect patient confidentiality and comply with HIPAA requirements

Limited Clinical Support — Approximately 5%

When needed, the employee may:

• Obtain basic patient and ocular histories
• Document medications, allergies, symptoms, and changes in vision
• Perform or assist with basic diagnostic testing, such as OCT scans or retinal photography
• Help prepare patients for examination by the physician

Training will be provided on the practice’s specific clinical procedures and equipment.

Required Qualifications

• Previous experience in an ophthalmology or optometry practice
• Working knowledge of ophthalmic terminology, common eye conditions, testing, injections, and procedures
• Strong understanding of commercial insurance, Medicare, Medicare Advantage, Medicaid, referrals, eligibility, and prior authorizations
• Experience using electronic health record and medical practice-management software
• Experience scheduling medical appointments, procedures, or surgeries
• Strong computer, data-entry, telephone, and written communication skills
• Ability to enter information quickly without sacrificing accuracy
• Ability to manage frequent interruptions and competing priorities
• Professional and compassionate communication with elderly, visually impaired, anxious, and medically complex patients
• Dependable attendance and punctuality

Preferred Qualifications

• Experience in an ophthalmology or retina practice
• Experience scheduling retinal injections, laser procedures, or surgeries
• Experience resolving insurance eligibility, referral, and authorization issues
• Familiarity with Open PM software
• Experience using insurance portals and electronic eligibility systems
• Experience with OCT or retinal photography

The Right Person for This Position

You will be successful in this role if you:

• Catch insurance and scheduling problems before they become patient or billing problems
• Take ownership of incomplete tasks and follow them through to completion
• Document calls and actions so another employee can understand exactly what happened
• Remain calm and professional during busy periods
• Ask questions when something is unclear instead of guessing
• Understand that accuracy, follow-up, and patient communication are equally important
• Are willing to help the clinical team occasionally without expecting technician work to be your primary responsibility

Schedule

Monday through Friday, 9-5pm with one Saturday per month required (35 hours/week)

Compensation and Benefits

• Pay range: $19–$21 per hour, based on directly relevant experience
• Paid time off accrued weekly
• 401k available

Detail-oriented -- quality and precision-focused
Outcome-oriented -- results-focused with strong performance culture
People-oriented -- supportive and Team-oriented