Low Vision Clinic Program Coordinator - SF

JOB DESCRIPTION

POSITION: Low Vision Clinic Program Coordinator

REPORTS TO: Sr. Medical Director

STATUS: Full-Time, Non-Exempt

JOB CLASSIFICATION: Associate II

UNION ELIGIBLE: Yes

WORK ARRANGEMENT: On-Site (4-5 days/week)

LOCATION: San Francisco

SALARY RANGE: $32.78/hr - $40/hr

APPLICATION DEADLINE: Open Until Filled

About the LightHouse

Founded in San Francisco in 1902, the LightHouse's vision is a world where blind and low vision people flourish, and its mission is to promote independence, community, and equity created by and with blind and low vision people.

LightHouse Values

• Blindness Positivity: We take pride in our ability to navigate our lives as blind and low vision people.

• Disability Justice: We recognize the inherent worth of every person and commit to advancing equity and interdependency.

• Inclusion: We believe that everyone deserves the opportunity to belong and live to their full potential, encompassing their identities, backgrounds, and abilities.

• Excellence: We provide the highest-quality services and products, and we continuously learn, improve, and innovate.

• Empowerment: We encourage self-determination, independence, and autonomy.

• Compassion: We make efforts to understand one another, and we treat every person with dignity and respect.

OVERVIEW

LightHouse for the Blind and Visually Impaired,headquartered in downtownSan Francisco,is looking for a full-time Low Vision Clinic Program Coordinator to support our Low Vision Clinics.

QUALIFICATIONS:

• Experience working in a medical office strongly preferred.

• Experience working with low vision/blind persons preferred.

• Proven ability to handle multiple tasks and competing priorities, provide excellent follow-through, and meet deadlines.

• Strong organizational skills and attention to detail.

• Ability to work independently.

• Must be an effective user of Microsoft Office Suite, including Outlook, Word, and Excel.

• Comfortable calendaring and using Zoom or other web conferencing platforms.

• Salesforce or other database experience, and knowledge of electronic health records systems is a plus.

• Experience working with Medicare, Medi-Cal or other third-party billing entities and their requirements for documentation preferred.

• Ability to travel to multiple LightHouse locations as needed.

• Certification in CPR, AED and First Aid (provided by LightHouse).

• Bilingual English/Spanish is a plus.

JOB RESPONSIBILITIES:

• Provides the highest quality of patient service, actively seeking ways to help patients and the Low Vision Clinic team.

• This position requires a positive attitude, patience, and kindness toward everyone.

• Encourages and builds mutual trust, respect, and cooperation among team members.

• Provides Human Guide assistance for individuals who are blind, or visually impaired by helping them move safely from one place to another (training provided).

• Assists in the completion of paperwork as necessary (for example, clinic forms and applications).

• Coordinates clinical service provider schedules across multiple locations.

• Schedules appointments for the Low Vision Clinic, which involves appointment reminders, confirmations, and cancellations.

• Responds in a timely fashion to referrals and patient inquiries, maintaining full clinic schedules as much as possible.

• Guides patients through the intake process and collects all necessary information ensuring accuracy and completeness. This includes gathering patient medical records, insurance information, and waivers.

• Updates patient profiles on the Dynamics Electronic Health Records (EHR).

• Coordinates follow-up care.

• Maintains accurate billing reports and ensures timely reimbursement for clinic visits.

• Maintains in-depth understanding of grant spreadsheet.

• Determines payment source for clinical services. Completes Medicare and Medi-Cal provider enrollment.

• Obtains and enters internal and external authorizations prior to appointments.

• Collects payments and generates receipts.

• Generates additional clinical reports as needed.

• Excellent communication with clinic staff and patients.

• Responds to all clinic correspondence within 2 business days.

• Follows up with clinical staff and patients as appropriate.

• Sends clinical reports to the appropriate referring doctor and DOR/VA counselors.

• Builds positive working relationships with community ophthalmologists and optometrists.

• Contributes to Low Vision Clinic Department meetings by identifying clinic needs, discussing agenda items, and problem-solving potential issues.

• Attends all meetings as assigned.

• Coordinates event/course creation and enrollment for Low Vision Clinic.

• Communicates with potential event attendees about presentations provided by Low Vision Clinic.

• Determines funding source for event attendees.

• Serves as moderator for Low Vision Clinic events.

• Contributes to the development of the electronic health records system by attending meetings, troubleshooting, and assisting other users as needed.

• Timely documentation of staff units of service in Salesforce.

• Must comply with HIPAA regulations in all communications and handling of documents.

• Maintains understanding of HIPAA rules and stays up to date on training.

• Identifies and reports privacy incidents within 24 hours.

• Orders clinic supplies including eye drops, mydriatic sunglasses, and disinfecting supplies.

• Assists in the development of standard operating procedures (SOPs) as appropriate.

EXPECTATIONS FOR SUCCESS IN THIS ROLE:

All data must be entered into the appropriate LH database by Wednesday for the week prior, or by the 3rd day of the new month (whichever comes first).

• Obtain all necessary paperwork and information by appointment date.

• Address all clinic correspondence within 2 business days of receipt.

• Send clinic reports and coordinate follow-up within 2 business days of clinic appointment.

• Determine payment source and obtain authorizations as needed by appointment date.

• Maintain at least 85% full clinic schedule.

• Enroll minimum of 10 attendees per Low Vision Clinic event.

• Submit billing reports within 1 week of appointment date.

PHYSICAL REQUIREMENTS:

• Ability to sit at a desk and perform computer-intensive work for long periods; operate standard office equipment and lift up to 20lbs.

• Ability to work at various location(s) independently as needed.

• Ability to travel throughout the Greater Bay Area when required.

WORKING CONDITIONS:

LightHouse is an equal opportunity employer. LightHouse policy and the law prohibit discrimination and harassment based on an individual's race, ancestry, religion or religious creed (including religious dress and grooming practices), color, age (40 and over), sex, gender, sexual orientation, gender identity or expression, genetic information, national origin (including language use restrictions), marital status, medical condition (including cancer and genetic characteristics), physical or mental disability (including HIV and AIDS), military or veteran status, pregnancy, childbirth, breastfeeding and related medical conditions, denial of Family and Medical Care leave, height and weight, or any other classification protected by federal, state, or local laws, regulations, or ordinances. Our policy and the law prohibit co-workers, third parties, supervisors, and managers from engaging in such conduct.

LightHouse personnel are employed on an at-will basis. Employment at-will means that the employment relationship may be terminated, with or without cause and with or without advance notice at any time by the employee or the Agency.

We strive to maintain a scent-free environment and a drug-free workplace. Employees are expected to behave in accordance with these objectives.

All employees at LightHouse are hired for an indefinite and unspecified duration and consequently, no employee is guaranteed employment for a specified length of time. Employment is at the mutual consent of the employee and LightHouse. Accordingly, either the employee or LightHouse can terminate the employment relationship at any time, with or without cause ("employment at will").

HOW TO APPLY:

Please submit a resume as Word attachment. (no. PDFs please), along with the completed employment application (downloads in a Word document), to HR@lighthouse-sf.org, including the job title in the subject line.

To fill out the application, please enable editing in the document. We will not consider videos or hyperlinks to online profiles. Due to time constraints, we will only respond to complete submissions in which there is serious interest, thanks for your understanding.