Mobile Optometry Program Coordinator

Job description

Starting salaries are set in accordance with our compensation plan, which considers multiple individual and organizational factors, including internal equity. To uphold pay equity in alignment with the compensation plan, starting salary ranges are not negotiable. Before applying, please ensure that the compensation for this position meets your needs.
Our Mission
To promote the well-being of the underserved by providing access to high-quality healthcare for all, regardless of ability to pay.
Our services, activities and governance reflect the Islamic values and moral principles which inspired our founders. These include the core values which are universally shared and revered by society at large: Service, Compassion, Human Dignity, Social Justice, and Ethical Conduct.
Working at UMMA
UMMA is looking for passionate and mission-driven Staff who look to make an impact on the lives of our patients and the members of our community. These roles include Physicians and Medical Staff, Behavioral Health Staff, Administration, and more! For more information on the services we provide, Click Here
Benefits and Compensation
UMMA offers a competitive compensation and benefits package with comprehensive and cost-effective medical plans. Benefits package includes Medical, Dental, Vision, AD&D and Supplemental Life Insurance, Employee Assistance Program Tuition Reimbursement, loan repayment opportunities, 403(b) savings plan, employee discounts, extended lunch on Fridays, and more!
Our compensation plan also includes Paid Holidays, Paid Time Off (accruals begin on the first day of hire), Employee Recognition, and more!!
SUMMARY
The Mobile Optometry Program Coordinator is responsible for coordinating patient access, scheduling, registration, school-site logistics, outreach, and follow-up activities for the Mobile Optometry Program. This position serves as the primary front-office and patient coordination resource for mobile optometry services and serves as the primary driver and logistics lead for the mobile optometry vehicle.
The Mobile Optometry Program Coordinator works closely with schools, clinic staff, patients, families, the Optometry Assistant, and the Program Manager to ensure patients are identified, registered, scheduled, prepared, and ready for their optometry services. At school locations, the Program Coordinator serves as the primary onsite liaison with school personnel and coordinates the movement and readiness of students scheduled to receive services. At clinic and community sites, the coordinator organizes patient arrival, registration, waiting areas, and flow into the mobile optometry unit.
ESSENTIAL DUTIES
Patient Scheduling and Registration
• Coordinate scheduling of patients for mobile and portable optometry services.
• Contact patients and families to schedule or confirm appointments.
• Verify demographic and contact information prior to appointments.
• Obtain or coordinate collection of insurance information.
• Assist patients and families with completion of required registration forms, consents, questionnaires, and other documentation.
• Identify incomplete registration information before scheduled service dates and conduct outreach to resolve outstanding items.
• Coordinate appointment reminders through telephone calls, text messages, electronic systems, or other approved methods.
• Maintain accurate appointment schedules and patient rosters.
• Work to fill cancelled appointments and unused appointment capacity.

School Coordination
• Serve as the day-of-service operational contact for school administrators, nurses, teachers, office personnel, and other designated school staff.
• Receive and maintain approved student appointment rosters.
• Coordinate with school staff to identify students who are scheduled to receive services.
• Assist with coordinating students' release from classrooms according to school procedures.
• Escort or coordinate students from designated areas to the mobile optometry service location when appropriate.
• Ensure students are returned to the appropriate school location following completion of services.
• Track students who are absent, unavailable, decline services, or cannot be seen and coordinate rescheduling when appropriate.
• Communicate schedule changes, delays, or operational concerns to school representatives and the Program Manager.
• Protect student and patient privacy when coordinating services in school environments.

Mobile Site Setup and Patient Flow
• Serve as the onsite logistics lead for patient arrival and waiting-area operations.
• Establish and organize registration and waiting areas outside the mobile unit when appropriate, including tents, tables, chairs, signage, and registration materials.
• Check patients in and confirm completion of required documentation before entering the mobile unit.
• Coordinate patient flow with the Optometry Assistant to prevent congestion and unnecessary delays.
• Communicate delays and estimated wait times to patients, families, and school personnel as appropriate.
• Assist with setup and breakdown of mobile service locations.

Outreach and Patient Communication
• Serve as a primary telephone and program contact for patients and families.
• Answer general questions regarding appointments, mobile service locations, registration requirements, eyeglass delivery, and program processes.
• Conduct outreach to patients who miss appointments or require rescheduling.
• Provide approved instructions regarding where patients should report for services and what documentation they should bring.
• Assist patients with navigating follow-up appointments and other non-clinical next steps.
• Route clinical questions to the Optometry Assistant, licensed optometrist, or appropriate clinical staff.

Eyeglass and Follow-Up Coordination
• Track patients requiring eyeglasses or additional follow-up following their optometry examination.
• Coordinate communication with patients and families regarding anticipated eyeglass availability and distribution.
• Contact patients or families when glasses are ready for pickup or distribution.
• Coordinate eyeglass delivery or distribution events with schools and clinic locations when applicable.
• Track outstanding eyeglass orders and escalate delays or discrepancies.
• Conduct follow-up calls to ensure patients understand their next steps.
• Coordinate referrals or follow-up appointments administratively when directed by the provider or established workflow.
• Escalate unresolved patient concerns to the Program Manager.

Insurance and Administrative Support
• Collect and verify insurance information according to organizational procedures.
• Coordinate eligibility verification with appropriate organizational departments.
• Identify registration or insurance discrepancies before the encounter whenever possible.
• Ensure patient records contain required demographic and administrative information necessary for billing.
• Work with Patient Access, Billing, and other departments to correct demographic or insurance-related issues.
• Maintain appropriate documentation of scheduling and patient outreach efforts.

Mobile Vehicle Operations
• Serve as the primary driver of the mobile optometry vehicle for scheduled program activities.
• Safely transport the mobile unit between clinic, school, community, storage, and other approved locations.
• Confirm the vehicle is appropriately fueled or charged and ready for scheduled operations.
• Maintain vehicle cleanliness and report maintenance, mechanical, safety, or damage concerns immediately.
• Coordinate parking, site access, arrival times, and vehicle positioning with participating locations.
• Work with the Program Manager to coordinate scheduled vehicle maintenance and repairs.
• Ensure equipment and supplies are properly secured before vehicle movement.

Program Support and Data Tracking
• Maintain patient rosters, outreach lists, follow-up lists, school schedules, and other program tracking tools.
• Assist the Program Manager in collecting operational data including scheduled patients, completed visits, no-shows, cancellations, and follow-up activity.
• Identify recurring patient access or scheduling barriers and communicate findings to the Program Manager.
• Participate in team meetings and workflow improvement activities.
• Assist with special events, community outreach activities, and expansion of the Mobile Optometry Program.

Quality, Privacy, and Customer Service
• Maintain patient confidentiality and comply with HIPAA and organizational privacy requirements.
• Provide professional and respectful service to patients, parents, school personnel, clinic staff, and community partners.
• Ensure registration and waiting areas are organized, safe, and welcoming.
• Report patient complaints, unusual incidents, or operational concerns to the Program Manager.
• Follow organizational policies regarding patient identification, registration, transportation, safety, and confidentiality.

POSITION REQUIREMENTS
These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines.
To perform effectively in this position, the incumbent must have:
• Regulatory Requirements:

Successful completion of post-offer physical examination, drug screening, and criminal background check. Compliance with recommended healthcare personnel vaccination and preventative testing requirements, including Hepatitis B, Influenza, MMR, TDAP, and TB
EDUCATION, TRAINING AND EXPERIENCE
• Valid California driver's license required.
• High school diploma or equivalent required.
• Associate degree or additional education in healthcare administration, medical assisting, business, public health, or related field preferred.
• One or more years of healthcare front-office, patient access, scheduling, medical registration, community outreach, school health, or similar experience preferred.
• Experience working with pediatric populations, schools, community organizations, or ambulatory healthcare preferred.
• Strong organizational and customer service skills.
• Comfortable making a high volume of patient outreach and reminder calls.
• Ability to maintain multiple schedules, patient lists, and follow-up activities simultaneously.
• Experience with electronic health records and scheduling systems preferred.
• Bilingual English/Spanish strongly preferred based on patient population.
• Ability and willingness to regularly operate the mobile optometry vehicle.

PHYSICAL ACTIVITY
While performing this work, the incumbent:
• Will spend substantial time standing, sitting, speaking and listening
• Must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds
• Is expected to travel via vehicle throughout the community on a frequent basis

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
ENVIRONMENT
Position requires frequent travel between clinic, school, and community locations and regular operation of the mobile optometry vehicle. Work may occur outdoors and may include setting up temporary registration or waiting areas. Position requires the ability to move tables, chairs, tents, registration materials, supplies, and other program equipment.
EQUIPMENT & SOFTWARE OPERATION
The incumbent in this position may operate any/all of the following equipment:
• Telephone, cell phone, fax
• Computer, printer and related equipment
• Copy machine
• Audio-visual equipment
• Personal automobile

Computer software may include any or all of the following:
• Microsoft Office
• Microsoft Access
• Design / Publishing software
• Internet Explorer
• Donor Software