Medical Office Administrator

Job Description Job Description 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 \nCompany Description Detail-oriented -- quality and precision-focused Outcome-oriented -- results-focused with strong performance culture People-oriented -- supportive and Team-oriented Company Description Detail-oriented -- quality and precision-focused\r\nOutcome-oriented -- results-focused with strong performance culture\r\nPeople-oriented -- supportive and Team-oriented