University of California Job - 31576727 | CareerArc
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Company: University of California
Location: San Diego, CA
Career Level: Entry Level
Industries: Government, Nonprofit, Education


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 the possible acquisition of existing practices.

Under the supervision of Ophthalmic Admin Supervisor, the Ophthalmic Administrative Assistant provide support to the ophthalmic tech team by performing visual fields, daily triage phone calls, and patient walk-ins. Oversee and coordinate disbursement, inventory, and tracking of all pharmaceuticals. Assists in the monitoring and determination of the need for pharmaceutical, medical, and office supplies, ordering such supplies, and assisting with stocking exam rooms as required. Process and submit 390 forms for high-value requests. Coordinate repair and maintenance work orders. Processing and receiving shipments.

Initiating and returning pharmacy calls and assist with securing authorization of payment. Foster exceptional customer service by receiving and returning patient phone calls in a timely manner as required to support clinical care. Assist with chart management as needed pertaining to triage, phone calls & pharmacy calls, Rx refills, coordinating compounding medication prescriptions, and insurance authorizations and appeals. All of the tasks and responsibilities of this position will be under direct supervision and in support of the Ophthalmic Admin Supervisor.


  • Demonstrated experience in screening telephone calls and directing callers to the appropriate resources or to physicians or staff for further screening and disposition.

  • Excellent customer service and interpersonal skills, including tact, diplomacy, and flexibility in order to deal effectively with medical and ancillary staff, patients and the general public.

  • Proven 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.

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

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

  • Thorough knowledge of abbreviations of pharmaceuticals, most common dosage and proper spelling of the medications. Knowledge of how to accurately complete invoices and ordering forms.

  • 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.

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

  • Ability to maintain confidentiality and knowledge of UCSD policy and procedures regarding the release of information.

Preferred Qualifications

  • Experience working for an ophthalmology practice/department.
  • Bilingual - Spanish.
  • Experience with Epic Enterprise.
  • Experience and knowledge of current chart order, alpha filing, terms and abbreviations commonly used to describe medical conditions.
  • Knowledge of the standard pre-test and pre-procedure instructions that patients may receive. Distinguishes between instructions which may be provided by the doctors or staff.
  • Thorough knowledge of specific forms and mechanisms 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 provided.

Special Conditions

  • 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.

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