At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
Application Review Date
The First Review Date for this job is: 2/4/2020
At Berkeley Optometry, we have long lived by guiding principles that define and differentiate us. As part of a world-renowned university that embraces excellence and access, we foster an environment of trust and mutual respect, free expression and inquiry, and personal resilience and achievement. We are strongly committed to diversity, respect for cultural differences, and promotion of social justice. These principles serve us daily in our reasoning and actions and aid us in our decision making.
Berkeley Optometry operates clinics 7 days per week, year-round, providing vision care at more than 80,000 patient encounters per year in 13 primary and specialty care departments. The majority of patients have some form of government or private vision or medical insurance that they utilize for service. The Eyewear Assistant key duties include:
Ensure all spectacle orders are completed, posted, paid for and sent to labs and insurers accurately and in a timely manner.
Provide feedback to leadership team regarding chronic ordering, posting and receiving issues.
Produces inventory and sales reports to identify top selling and underselling products for review with leadership team prior to meeting with vendors.
Under the direction of the leadership team, coordinates and schedules meetings with vendor representatives.
Processes orders from out-clinics and submits insurance claims for the same.
Receives incoming products from vendors and handles accordingly for inventory or patient pick-up.
Provides back-up and vacation/sick relief for Eyewear Center Assistants.
The Optometry clinics are highly dependent upon the skills of the Eyewear Assistant to ensure appropriate inventory, accurate and timely processing of orders / insurance claims, communication of order delays to patients and provide feedback on chronic ordering issues to Eyewear Center professional staff and leadership team. Key responsibilities include:
1. Processing Patient Orders
Responsible for the processing of spectacle orders, forwarding and shipping to the appropriate labs, tracking order status, receipt of orders from labs and other vendors. Is the liaison between the Optometry Clinics and finishing labs.
Responsible for running sales and inventory reports, meeting with vendors and management team to insure appropriate stock of frames for display and sale.
Orders and receives items for stock ensuring accuracy of orders, updating of computerized inventory and appropriate tagging of stock for display and sale.
Assign stock to appropriate board space, monitor board spaces for accurate and appealing placement and for missing inventory.
Returns stale, damaged or inappropriate stock to vendors and monitors credits for accuracy.
3. Prepare and submit insurance claims to vision insurance providers
Assist in verifying completeness and accuracy of material orders including the correct posting charges to patient ledger.
Generates and submits insurance claims to vision insurance carriers.
Identifies and makes corrections to failed claim submissions.
Identifies chronic claim submission issues and works to resolve them with Eyewear Center Leadership, Billing Manager and IT team.
4. Quality Assurance and Training
Answers optical phone line /voicemail, trouble shoots and responds to patient issues and status requests. Brings problem orders to the attention of Eyewear Center professional staff and leadership for guidance and correction.
Communicates order delays to patients and resolves issues accordingly.
Assists in training staff, faculty and students in compliant posting of charges and in proper filling out of spectacle orders to reduce errors and improve efficiency.
5. Other duties
Works collaboratively, congruently and professionally with other departments i.e., patient services, billing, faculty, compliance, information technology and clinic administration to help ensure a positive patient experience.
Understand, know and follow HIPAA, CMS and OIG guidance and other federal and state regulations as they apply to Optometry Clinic operations
Comply with UCOP, Berkeley Campus and UC Optometry policies.
Completes other tasks and duties as assigned.
Incumbent must have knowledge of basic computer and database entry, exemplary customer service, proper courtesy and efficiency on the telephone, and be familiar with HIPAA (patient privacy) regulations. Experience in vision industry such as customer service, optical ordering, inventory and claims processing. Strong experience in and knowledge of methods for authorizing care, posting of charges, submitting claims and compliant documentation of visits. Ability to communicate/train staff and providers in new and or proper methods for authorizing care, posting of charges, submitting claims and compliant documentation of visits. Strong public relations skills and a keen sense of quality customer care Excellent written and verbal communication skills The ability to manage detailed information Must be results driven and team oriented High School or equivalent combination of education and experience.
Working understanding of optics and lens availability. Strong knowledge of Compulink Advantage. Must be a creative thinker and be able to adjust processes and thinking to changing environments.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.