Rehabilitation Department Assistant II /Optometric Technician

CABVI is looking for a Full-time Rehabilitation Department Assistant II / Optometric Technician to provide administrative assistance and support to the Rehabilitation Department including Department Management while providing excellent customer service to consumers and their family members, other agency staff, and the general public.

Key Job elements:

• Provide customer service support to the entire Rehabilitation Department including responding to referrals, answering telephones, scheduling, filing, copying, collating and disbursement of incoming mail, outreach, contract documentation, new program development and any other areas as assigned.
• Process all required sponsor documentation including eye reports; submittal of sponsor applications, vouchers and other documentation as assigned. Maintain data as it relates to contractual obligations and ensure accuracy of contract outcomes reporting. Complete annual NYSCB contract reconciliation. Secure and manage receipts of eye reports and other medical requested documentation.
• Assist with specialized events such as residential programs, open house, group classes, adaptive sports and recreation programs and other rehab related service programs. Coordinate any needed food and refreshments for programs.
• Ensure physical attractiveness, organization and functional efficiency of all Rehab meeting spaces daily. Ensure all areas remained stocked with needed supplies. Implement new organizational methods and procedures as needed. Set up and break down refreshments and food stations, ensure the cleanliness of needed space and any needed supplies for agency events held in the VHWC. Assist in marketing special programs, residential services, new initiatives and events.  Reach out to inactive consumers and refer to Vision Health Specialists.
• Make outreach calls to previously served patients, making referrals as needed to ensure consistent care is provided. Complete intakes as needed.
• Welcome visitors and direct them to the appropriate waiting area. Ensure the building sign-in and safety procedures are followed. Track volunteers upon arrival as they are assigned to the department.
• Provide clinical assistance to patients by collecting & documenting patients’ medical and ophthalmic data while maintaining outstanding customer service. Assist Optometrists on the exam day(s), serving as the Ophthalmic Technician.
• Obtain concise, complete ocular medical history. Complete low vision pre-evaluations. Conduct brief external exams to understand and recognize normal and abnormal findings and record with the preliminary work up.
• Under the direction of the optometrist, complete pretesting and ancillary testing on patients. Understand the purpose and procedure for each test performed to explain the testing to the patient and record results accurately. Print test results and ensure completeness of low vision consumer chart. Summarize diagnostic findings for the doctor.
• Work as medical assistant to our optometry staff providing patient support, organizing and maintaining the medical records and working as a scribe for the doctor. Process and facilitate patient requests for copies of medical records. Maintain open and professional communication with all low vision staff as well as patients.
• Maintain exam rooms to ensure they are properly stocked with both devices and diagnostic equipment. Complete annual inventory audit. Ensure the examination equipment is appropriately sanitized. Report and monitor equipment repair needs, including routine maintenance and periodic equipment calibration; provide training to other Rehabilitation staff as needed.
• Utilize Macola to track inventory and sales, generate Macola management reports as needed. Accurately submit billing forms to the CABVI business office. Interact as needed with our billing company to ensure maximum revenue is secured. Maintain security of stockroom and sight shoppe. Provide service to self-pay consumers. Assist with the sale of products offered in the Sight Shoppe. Track department credit card purchases and submit documentation to the business office as needed.
• Maintain current patient files, set up new patient charts, ensure referral documentation is received, complete intakes as needed. Purge records as needed. Ensure consistent set up and completeness. Maintain the full rehabilitation record for all patients including other services such as OT, O&M and technology.
• Dispense adaptive equipment and low vision aids and equipment to staff and consumers as directed. Provide patient education and follow up instructions as prescribed by the doctor. Provide a high level of customer service. Demonstrate above average communication skills. Provide service to self-pay consumers. Assist with the sale of products offered in the Sight Shoppe.
• Assist our preschool vision screening team with completing preschool vision screenings. Organize and process preschool vision screening paperwork, and document data collected.
• Ensure outstanding customer relations with affiliated agencies, MD’s, related agencies, community organizations, other CABVI departments and consumers. Maintain communication to secure additional documentation as needed. Coordinate and ensure the completion of exam reports to referring doctors.
• Provide back up to Rehab Assistant Level I
• Work with the Rehab Department Managers to facilitate change and new approaches to service delivery as necessary for continued department growth.
• Assist other departments in clerical areas as needed. Adapt to change and complete other duties as assigned by supervisor.

Requirements Include:

• High school diploma or equivalent required. Associate’s degree preferred. Two years of work experience in a medical, insurance or health related organization preferred. Certified Paraoptometric Technician credentials (CPOT) a plus.
• Minimum of five years’ administrative experience required.
• Requires a high level of professionalism, dependability, confidentiality, communication, teamwork, flexibility, organizational skills, positive attitude and ability to get along well with a wide variety of personalities.
• Proficient with Microsoft Office Suite, and experience in inventory software a plus. CIS, TICR, and Zoom knowledge preferred.  Must have a good knowledge regarding low vision aids and adaptive equipment. Must remain current in Microsoft Word, Excel, Access, outlook, TICR, CIS, etc.
• Weekly travel required for preschool vision screenings occurring in several education environments. Occasionally, may be required to travel to off-site low vision clinic.

CABVI is an equal opportunity employer and does not discriminate on the basis of any legally protected status or characteristic. Protected veterans and individuals with disabilities are encouraged to apply.

The Central Association for the Blind and Visually Impaired (CABVI) is a not-for-profit agency with professional and support staff who provide comprehensive vision rehabilitation programs annually to more than 2000 people who are blind and visually impaired in a nine-county area. We teach independent living skills, as well as orientation and mobility, and we offer low vision services, children’s services, and continually-expanding technology and employment programs. One facet of our employment services is Central Industries, the Association’s manufacturing division that helps support agency services. Our mission is to assist people who are blind or visually impaired achieve their highest levels of independence.