Pay: From $19.31/hour
Job Type: Full-Time
Why You’ll Love This Role
This is not a routine scheduling position. The Administrative Assistant is a high performance, detail intensive role that requires clinical curiosity, investigative thinking, and the ability to manage multiple concurrent priorities without losing accuracy. You will be responsible for the full patient coordination cycle; from incoming referral intake and chart preparation to scheduling, insurance verification, check-ins, and visit completion. You serve as a critical link between patients, physicians, and clinical staff.
Who thrives here
Someone who is energized by problem solving, takes ownership of open-ended tasks, and approaches insurance and eligibility challenges like a puzzle worth solving!
Who We Are
Southwest Eye Consultants is a leading ophthalmology practice serving the Four Corners community. We combine advanced technology, top-tier physicians, and compassionate care to deliver exceptional outcomes and exceptional experiences for our patients.
Primary Responsibilities
Patient Scheduling & Coordination
- Manage and coordinate patient appointments across multiple providers and clinic locations, identify scheduling conflicts to optimize provider time
- Help triage calls with patient concerns
- Reach out to clinic department members to inform patients with incoming calls and inquires regarding their treatment
Referral Intake & Chart Preparation
- Receive and process incoming referrals from primary care providers, specialists, and emergency sources
- Read and interpret physician chart notes, referral documentation, and clinical correspondence to ensure appropriate appointment type and preparation
- Prepare patient visit paperwork and clinical documentation packets in advance of appointments
- Identify and resolve documentation gaps or prior authorization requirements proactively
- Insurance Verification & Eligibility
- Obtain patient insurance eligibility and benefits prior to visits using payer portals and practice management tools
- Investigate coverage discrepancies, coordination of benefits questions, and authorization requirements with a methodical, investigative approach
- Communicate clearly with patients about their coverage, and any outstanding balances before their appointment
- Flag and escalate complex billing or eligibility issues to appropriate leads
Patient Check-In & Check-Out
- Oversee patient check-in and check-out processes, including insurance verification, demographic updates, and copay/balance collection
- Ensure HIPAA-compliant handling of all patient information at every touchpoint
- Deliver a warm, professional patient experience even during high-volume periods
Phone Management & Communication
- Manage high volume inbound calls with professionalism and efficiency, directing patients and referring departments when appropriate
- Serve as a point of contact for referring provider offices, facilitating smooth communication in a timely manner
EHR & Practice Management
- Accurately document patient interactions, scheduling changes, and insurance information within the EHR/practice management system
- Interpret daily workflow to determine care options for patients and proactively adjust physician schedules
What We’re Looking For
- Strong investigative and critical thinking skill
- Experience or genuine interest in insurance eligibility and verification
- Proven ability to manage competing priorities and pivot quickly
- Skill in tracking multiple open-ended tasks without losing accuracy
- Collaborative, team-first working style
- Professional written and verbal communication
- High attention to detail and commitment to accuracy
Experience & Skills (Preferred, Not Required)
- Prior medical office or healthcare administrative experience
- Experience with EHR or practice management systems (e.g., Nextech, Epic, Athenahealth, eClinicalWorks)
- Customer/ patient phone experience
Preferred:
- Familiarity with ophthalmology, surgical specialties, or medical billing concepts
- Knowledge of insurance payer portals and eligibility verification tools
- Experience processing referrals or reading chart notes
- Strong computer proficiency
Benefits & Perks
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Opportunities for advancement
- Paid time off
- Retirement plan
- Vision insurance
- Supportive team culture and opportunities to grow
We invest in our people. Southwest Eye Consultants is committed to promoting from within. Front Office team members who demonstrate initiative, competency, and leadership potential are considered for internal advancement opportunities. This includes positions in medical billing, insurance and authorization coordination, clinical operations, surgical department, and front office leadership.
Why you'll love us
Structured onboarding and ongoing training in ophthalmology and practice operations
Mentorship from experienced clinical and administrative team members
Clear pathways into roles with expanded responsibility and compensation
Cross-training opportunities across scheduling, billing, and operations functions
If you are looking for a role that can grow with you, this is it!
Southwest Eye Consultants is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.
Job Type: Full-time
Pay: From $19.31 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
